QQ54504 Specifications.pdf

Administrative Services

Procurement Section eVA QQ54504

I. PURPOSE:

The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to deliver hydraulic cement concrete (ready-mix concrete) on an as-needed basis to the job site (ref: section IV.A.3) in Prince Edward County during the contract period.

CONTRACT PERIOD: The contract period shall be for the period 2/5/2024 – 5/24/2024.

II. QUESTIONS REGARDING THIS INVITATION FOR BID:

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.

III. GENERAL:

For the purpose of clarification, each firm receiving this Invitation for 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 “Department” or as “VDOT”, and “Representative” refers to the VDOT Contract

Administrator who will be administering the contract. This eVA Quick Quote 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 / CONTRACT REQUIREMENTS:

A. CONTRACTOR REQUIREMENTS

1) In order to be considered responsive to this bid, the vendor shall be a VDOT-Approved Concrete Supplier. If you are not currently approved, contact Don French, District Materials Engineer at (434) 856-8104 in the District

Materials Division for the application procedure. If you become approved, you may be considered for future bidding programs.

2) All concrete shall be in compliance with section 217 of the Road and Bridge Specifications 2007 or latest edition. A copy of these specifications can be obtained at this Web Address:

Road and Bridge Specifications | Virginia Department of Transportation or by contacting Office of the Contract Engineer at 1401 E. Broad Street, Richmond, VA 23219; Phone # (804) 225-3710.

3) The Contractor shall deliver ready-mix concrete to the job site at Worsham Road in Prince Edward County.

Directions from the Town of Farmville: Take Route 15 South out of Farmville. Turn Left on Route 665 (Worsham

Road), approximately 1.3 miles to job site.

B. REQUIREMENTS WHICH THE CONTRACTOR SHALL COMPLY WITH:

1) CONTRACTOR’S CAPACITY TO PERFORM: The Contractor shall ensure the 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 time frame required herein.

2) BEHAVIOR: The contractor shall be responsible for the conduct and performance of all of the Contractor’s employees and subcontractors while at the work site and their compliance with the following rules:

a. Workers appearing to be under the influence of alcohol or drugs shall not be permitted on the job site.

b. Loud and disruptive conduct will not be permitted. Whistling, catcalling, leering, coercing, or harassing will not be tolerated. Substantiated reports of harassment shall be grounds for removal of the employee(s) concerned. Repeated incidents will be grounds for termination of the Contract and any purchase orders at the discretion of VDOT.

mailto:robert.dowdle@vdot.virginia.gov https://www.vdot.virginia.gov/doing-business/technical-guidance-and-support/technical-guidance-documents/road-and-bridge-specifications/

C. METHOD OF ORDERING WORK:

1) NOTIFICATION PROCEDURE: The Contractor’s official notification is the purchase order; outlining the contract number, purchase order number, billing address, type and quantity of material needed, detailed delivery directions to the job sites/routes and required delivery time. A purchase order shall be mailed, faxed, or emailed to the Contractor prior to the commencement of work. VDOT will attempt to give the Contractor at least twenty-four (24) hours notification prior to requested delivery date. This will not always be possible due to the uncertain nature of maintenance work and emergency situations.

2) MINIMUM DELIVERY CHARGES: VDOT will usually place orders for five (5) cubic yards or more at a time (pricing includes delivery). In the event that VDOT needs less than five (5) cubic yards, the Contractor will invoice at the quoted price per cubic yard plus a minimum order fee for the delivery (item 4 on the pricing sheet).

3) 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. It shall address the deficiency and corrective action needed. If corrective actions are not acquired by the deadline stated in the cure letter, VDOT may have the work accomplished by another source and the Contractor may be held responsible for any resulting additional purchase and administrative costs in accordance with General Term and Condition paragraph P.

4) Pricing: Bid price for materials shall be for each cubic yard and include all fees (environmental, fuel surcharge, disposal, and any other incidental).

D. AUTHORIZED WORK HOURS:

1) DELIVERY HOURS: Normally, delivery shall be performed during “daylight” hours, Monday through

Friday. Starting times and schedules may vary and will be at the discretion of the Contract Administrator.

2) STATE HOLIDAYS: Normally, the Contractor will not be permitted to work on State Holidays without the written permission of the Contract Administrator. State holidays include, but are not limited to: New Year’s

Day, Martin Luther King Day, Lee-Jackson Day, President’s Day, Memorial Day, July 4th, Labor Day, Columbus Day, Veterans’ Day, Thanksgiving Day, Day after Thanksgiving, and Christmas Day. If any of these holidays occur on a Saturday, the preceding Friday shall be considered the holiday and if they fall on

Sunday, the following Monday shall be considered the Holiday.

V. 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.

VI. INVOICING: Invoice shall include the purchase order number, itemized quantities, unit price, and extended costs based on the contract pricing schedule. Payment shall be made upon final acceptance of the work by

VDOT and receipt of a valid invoice. In lieu of mailing, invoices shall be submitted as an attachment via email to todd.moore@vdot.virignia.gov and cc’d to Lynchdistfiscalbridge@VDOTVirginia.gov

VII. SPECIAL TERMS AND CONDITIONS:

1. AWARD: VDOT will make the award on a GRAND TOTAL basis. Award of the contract shall be made 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 mailto:todd.moore@vdot.virignia.gov mailto:Lynchdistfiscalbridge@VDOTVirginia.gov 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 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

2. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for 30 days. At the end of the 30 days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in effect until an award is made or the solicitation is canceled.

3. eVA Business-To-Government Contracts and Orders: “This solicitation will result in one (1) purchase order with the eVA transaction fee specified below assessed for this 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

4. 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.

5. BID PRICES: Bid prices shall be in the form of a firm fixed price.

6. DELIVERY POINT: Except when otherwise specified herein, all items shall be F.O.B. delivered to the location specified herein.

7. EXTRA CHARGES: The bid price shall be for complete delivery of the bid items, made ready for

VDOT’s use and shall include all applicable freight charges. Extra Charges will not be allowed.

8. INSPECTION: Upon delivery, an inspection will be conducted by VDOT. Any deficiencies will be noted and brought to the attention of the Contractor. The Contractor shall promptly, within ten working days, permanently correct any deficiencies at the Contractor’s sole expense prior to final acceptance of the products.

9. 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, [Party] shall comply with the requirements of Executive Order 50, Virginia Department of General Services Directive 16 and Regulations Banning 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.

10. 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.

11. 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.

12. 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.

13. ESTIMATED QUANTITIES: Estimated quantities provided within are reflective of past usage and proposed usage only. The contractor shall supply at bid prices actual quantities as ordered, regardless of whether such total quantities are more or less than those shown. 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 added or eliminated and by signing this bid, the bidder agrees that no claims for contractor costs or damages will be allowed for an increase, decrease or elimination of the estimated quantities.

14. PRIME CONTRACTOR RESPONSIBILITIES: The contractor shall be responsible for completely supervising and directing the work under this contract and all subcontractors that he may utilize, using his best skill and attention. Subcontractors who perform work under this contract shall be responsible to the prime contractor. The contractor agrees that he is as fully responsible for the acts and omissions of his subcontractors and of persons employed by them as he is for the acts and omissions of his own employees.

15. 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.

16. 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. Class 3 safety garments 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 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.

17. 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.

18. 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.

19. VEHICLE REQUIREMENTS: All contractor vehicles shall have a current inspection and registration from that State where the vehicle is registered and must be properly insured in accordance with that State's requirements. Contractor's equipment and operators shall be in compliance with all applicable DMV and State and Federal regulations regarding the conditions and operations of the requested vehicles. The name of the company will be displayed on both sides of all work vehicles while on State right of way. The contractor shall be responsible for having secured all equipment and materials on their vehicles when in transit to and returning from a work assignment.

20. WORK SITE DAMAGES: Any damage to existing utilities, equipment or finished surfaces resulting from the performance of this contract shall be repaired to the Commonwealth’s satisfaction at the contractor’s expense.