Revised 26-27 Special Terms and Conditions Fredericksburg.pdf

FREDERICKSBURG DISTRICT SPECIAL TERMS

2026/2027 SNOW REMOVAL SEASON

A. RIGGING CONTRACTOR TRUCKS with VDOT-OWNED EQUIPMENT:

1. Initial Installation on trucks that have not been rigged in previous years:

a) Rigging performed by the Contractor: VDOT will pay the Contractor a one-time rigging fee of $750.00 per truck for initial ("first time") installation only if the completed rigging is finally inspected and approved by VDOT in accordance with Section I, Snow Removal Operations. (Pre-approval of Contractor rigging by VDOT’s Equipment Division REQUIRED.)

b) Rigging performed by VDOT Forces for VDOT Contractor: VDOT will pay the Contractor a lump sum of $450.00 when the vehicle is rigged in the VDOT shop or a VDOT Contractor's shop in accordance with Section I, Snow Removal Operations.

2. Subsequent Alterations on trucks that have been rigged in previous years:

a) Alterations performed by the Contractor: VDOT will pay the Contractor a one-time alteration fee of $200.00 per truck for alterations if finally inspected and approved by VDOT in accordance with Section I, Snow Removal Operations. (Pre-approval of Contractor Alterations by VDOT’s Equipment Division REQUIRED.)

b) Alterations performed by VDOT Forces for VDOT Contractor: VDOT will pay the Contractor a one-time lump sum of $100.00 per truck when the vehicle is altered in the VDOT shop or VDOT Contractor's shop in accordance with Section I, Snow Removal Operations.

3. The contractor shall be prepared to have their truck/equipment inspected at the chosen location of the Residency where the contractor signed up to push snow. The contractor will be notified of the date and time the inspection will take place. If contractor provides their own plow, spreader or both the equipment shall be on the truck in operating condition to be verified.

B. MINIMUM GUARANTEED PAYMENT:

1. VDOT will provide a Minimum Guaranteed Payment (MGP) for each piece of accepted equipment according to the amount listed per bid line on the District Rate Sheet if the contractor meets all required dates and deadlines below.

• A completed signed copy of the Snow Removal Equipment Agreement and all completed

Attachments is submitted by Contractor on or before October 2, 2026, through the Plow4VA site (plowsnow@vdot.virginia.gov.)

• Agreements submitted after October 2, 2026, deadline will not be eligible for a Minimum Guarantee Payment or Pre-Season Bonus.

• Equipment was presented for inspection when scheduled and was approved by VDOT.

• Equipment was successfully rigged by November 25, 2026, or by the date scheduled by the

District Equipment Division. (if applicable).

• Contractor picked up VDOT issued machinery or devices no later than November 25, 2026. (If applicable).

• Owner / Supervisor will be required to attend the required training/orientation and sign the VDOT

7A Form presented by the residency Contract Administrator.

• Owner / Supervisor will be required to provide drivers / personnel with the same training.

• When the Fredericksburg District has a Full Mobile Snow Exercise, and if the contractor is requested to participate, the contractor shall report with all requested equipment signed up.

mailto:plowsnow@vdot.virginia.gov

• Current copy of vehicle registration, Insurance, Workers Comp (if needed) etc. was provided by October 2, 2026.

• Required insurance was received and maintained during the term of the Agreement. (Certificate Holder/Additional Ensured is listed as VDOT, 87 Deacon Rd., Fredericksburg, VA 22405)

• Returned all VDOT owned issued machinery or devices in the condition received, less normal wear and tear by April 23, 2027. (if applicable)

• No Minimum Guaranteed Payment will be permitted for 12-Hour Operations Equipment.

EXAMPLES:

Contractor provides a 4WD Pickup for a total of 10 hours of operational time throughout the contract term at the rate of $100.00 per hour, so the total payments for operational time was $1,000.00.

Minimum Guaranteed Payment is $1,500.00 subtracting $1,000.00 for total payment of operational time equals $500.00 for the End of Season Lump Sum Payment

Minimum Guaranteed Payment - Total Payments for Operational Time = End of Season Lump Sum Payment

Contractor provides a tandem for a total of 30 hours of operational time throughout the contract term at the rate of $165.00 per hour, earns $4,950.00 during snow removal operations. MGP for this vehicle is $1500.00. Contractor is NOT due any additional payment.

Minimum Guaranteed Payment is $1,500.00. The Contractor earned $4,950.00 for total payment of operational time. The Contractor has earned more than the MGP offered. No additional payment is due to the contractor.

Mobilization Payment will not be included in this Agreement if a MGP is offered.

2. Minimum Guaranteed payment will be approved for payment by May 14, 2027, if all terms and conditions of this contract are met and if the following conditions have been met:

C. PRE-SEASON BONUS:

Multi Axle and Single Axle Trucks

Multi and/or Single Axle trucks provided on an approved Snow Removal Equipment Agreement with required Attachments submitted on or before October 2, 2026 that also receive a passing inspection will receive a $1,000.00 pre-season bonus per truck. This will include bid lines 201 through 212 and bid lines 301 through 312. These trucks will also be eligible for the MGP if all terms and conditions are adhered to.

4X4 Pickups

4X4 Pickup trucks provided on an approved Snow Removal Equipment Agreement with required Attachments submitted on or before October 2, 2026 that also receive a passing inspection will receive a $500.00 pre-season bonus per truck. This will include bid lines 101, 102, 107, and 108. These trucks will also be eligible for the MGP if all terms and conditions are adhered to.

D. CONTRACTOR TRAINING REQUIREMENTS:

The Owner/ Supervisor, as determined by VDOT, will be required to attend snow removal training sessions at designated times and VDOT locations. Training sessions may include supervisors, drivers, operators and relief personnel. The Owner/ Supervisor will be required to train additional or substitute drivers/ personnel to ensure that they are able to fully perform during snow removal operations or other severe weather events.

E. SUPERVISOR WITH VEHICLE:

Supervisor Vehicle Information:

Any Contractor who offers and provides Six (6) or more vehicles and/or equipment to the same VDOT Residency shall also provide Supervisors for each shift with a 4-wheel drive vehicle and his/her own cell phone when requested by the assigned Designated VDOT Location Superintendent or Shift Supervisor. Six (6) or more vehicles and/or equipment must be working at the same time in order for the supervisor’s vehicle/s to be used. This requirement includes equipment added on separate Agreements. The number of Supervisors required shall be:

a) If providing (6-12) contracted vehicles/equipment: one Supervisor with vehicle per shift.

b) If providing (13-21) contracted vehicles/equipment: two Supervisors with vehicles per shift.

c) If providing (22) or more contracted vehicles/equipment: three Supervisors with vehicle per shift.

Examples during an Event:

Six (6) trucks / equipment are signed up and are actively working an event and require one (1) supervisor vehicle.

Six (6) trucks / equipment are signed up and only Five (5) are actively working an event will not require a supervisor vehicle.

Fourteen (14) trucks / equipment are signed up and are actively working an event and require two (2) supervisor vehicles.

Fourteen (14) trucks / equipment are signed up and only Twelve (12) are actively working an event and require one (1) supervisor vehicle.

Twenty-two (22) trucks / equipment are signed up and are actively working an event and require three

(3) supervisor vehicles.

Twenty-two (22) trucks / equipment are signed up and only Sixteen (16) are actively working an event and require Two (2) supervisor vehicles.

F. Bid Dates

The Fredericksburg District will be accepting M-7B agreements for the 2026-2027 snow season beginning on July 6, 2026. To be eligible for the minimum guaranteed payment (MGP) at the end of the snow season on April 30, 2027, the M-7B and all required information must be received by October 2, 2026.

Any bids received after October 2, 2026, will NOT be eligible for the MGP or pre-season bonus. Vendors who waive the eligibility requirements for the MGP and pre-season bonus should have their agreements submitted no later than November 9, 2026. Any bids received after that date will only be accepted as needed until December 31, 2026.

G. Plow Lengths and Spreader Capacity

1. 4WD pickup with 8,500 – 10,000 GVW with owner minimum plow length minimum 7 foot: with owner spreader minimum capacity 2 CY

2. 4WD/Single axle truck with a minimum 10,001 GVW with owner minimum plow length 8 foot; with owner spreader minimum capacity 4CY

3. Single axle/flatbed with 16,001 – 26,000 GVW with owner minimum plow length 8 foot; with owner spreader minimum capacity 4 CY

4. Multi axle with 33,001 – 50,000 GVW with owner minimum plow length 11 foot; with owner spreader minimum capacity 8 CY

5. Multi axle with minimum 50,001 and greater GVW with owner minimum plow length 11 foot; with owner spreader minimum capacity 8 CY

6. Mobile Anti Icing chemical stray Tank w/Spray Bar 1,201 – 3,000 Gallons – (Gravity Fed Spray Bar will not be accepted)

7. Mobile Anti Icing chemical spray Tank w/Spray Bar 3,001 or greater – (Gravity Fed Spray Bar will not be accepted)

8. 4WD pickup with 8,500 – 10,000 GVW with owner minimum plow length 7 foot.

9. 4WD/Single axle truck with a minimum 10,001 GVW with owner minimum plow length 8 foot.

10. Single axle/flatbed with 16,001 – 26,000 GVW with owner minimum plow length 8 foot.

11. Multi axle with 33,001 – 50,000 GVW with owner minimum plow length 11 foot.

12. Multi axle with minimum 50,001 and greater GVW with owner minimum plow length 11 foot.

H. Operational Rate

The Fredericksburg District will be utilizing operational rate for the 2026-2027 snow season. Operational Rate is a flat rate paid for an active winter operation for any time a Contractor is active, mobilized, and working.

I. 12-Hour Operations Equipment

Fredericksburg District will offer 12-hour Driver/ Equipment shifts on as-needed basis.

*MINIMUM GUARANTEED PAYMENT WILL NOT PERMITTED FOR EQUIPMENT ALLOCATED FOR

12-HOUR OPERATIONS. THERE WILL BE NO EXCEPTIONS. *

J. AVL Requirements

1. Returning snow vendors must ensure that their AVL unit is installed, activated, and transmitting a signal to Cal Amp Prior to inspection. Equipment will not pass inspection without a fully functioning AVL unit. If your AVL units need to be transferred to a different piece of equipment the vendor must notify the VDOT contract administrator three (3) business days prior to inspection. VDOT inspectors do not have the capability to transfer AVL units. Upon receipt of the AVL, the vendor must install and activate the AVL unit and complete signal transmission testing with Cal Amp with Ten (10) business days of receiving unit. Failure to meet any of these requirements may result in the equipment being removed from the agreement/package, or cancellation of the agreement/package.

2. Once a New Vendor or Returning vendor with a new truck package has been approved, they will have Five (5) business days to order the AVL unit. Once an AVL unit is issued and received by the vendor, the vendor will have Ten (10) business days to install the unit, activate it, and successfully test signal transmission with Cal Amp. If the vendor fails to meet any of these requirements, the equipment will be removed from the agreement/package, or the agreement/package may be canceled.

3. All AVL units must be installed no later than Ten (10) Business days. Contact the VDOT Contract Office if you have any issues. Qualifying vehicles not outfitted with an AVL unit by the deadline without written exemption will be removed from the agreement/package, or the agreement/package may be canceled.

Equipment that is required to have an AVL unit will not be permitted to operate if the AVL is not functioning. Once an AVL unit is assigned to a specific piece of equipment, it must remain with that equipment unless VDOT is notified beforehand.

If it is discovered that an AVL unit has been moved without notification, the equipment will be prohibited from working until the issue is corrected. Additionally, a Vendor Complaint form will be submitted.

K. Equipment Snow Operations

Once a contractor’s equipment has been activated during the event, the operator must report to their assigned route and begin the requested snow‑removal duties within 15 minutes of notification.

If the contractor is unable to meet this requirement, the equipment will be taken off the clock until they are able to respond. Continued failure to meet response expectations may result in a Vendor Complaint Form and could lead to termination of the contract.