Revised Fredericksburg Interstate Maintenance 26-27 M7-B EVa posting Flyer for INTERSTATE.pdf

Fredericksburg Interstate Maintenance Office | 4926 Mudd Tavern Road, Woodford, VA 22580

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016 and Kaylan.Boone@vdot.virginia.gov (757) 755-5684

2026-2027 SNOW REMOVAL OPERATIONS

FREDERICKSBURG DISTRICT – FREDERICKSBURG INTERSTATE MAINTENANCE

The Fredericksburg Interstate Maintenance Office is gearing up for the 2026-2027 Snow Removal Season. This season, we will be utilizing the PLOW4VA ONLINE REGISTRATION FOR ALL CONTRACTORS. Open Enrollment will be available starting on July 6, 2026, at which time you may go online to register at plowsnow@vdot.virginia.gov. The Fredericksburg Interstate Maintenance Office will be offering in-person appointment assistance during the months of July, August, and September. Your company may send a representative that is authorized to receive important contract and registration information for your firm.

Packets containing PLOW4VA guidelines, AVL (Automatic Vehicle Locator) and EVA information will be provided at these meetings. VDOT has a provider for the AVL devices, and each contractor will be responsible for ensuring the devices have been ordered, installed, and activated. VDOT will provide each Contractor with the AVL ordering portal information and installation instructions once their agreement is accepted by VDOT. We will also provide a question-and-answer period to assist you through this process. If you are a vendor that plans to sign-up multiple pieces of equipment for different Residency’s, we request that you enter an agreement for each Residency to ensure the correct equipment goes to the correct Residency.

In-Person Appointment

Snow contractors are encouraged to schedule an in-person or virtual appointment for assistance with snow sign-up’s during the months of July, August, and September. To schedule an appointment, please send an email request to Joel.Whitmore@vdot.virginia.gov and Brandon.Caldwell@vdot.virginia.gov and Kaylan.Boone@vdot.virginia.gov. Each appointment may last approximately 30 minutes. Appointments will be scheduled on a first-come first serve basis.

All follow up questions or requests will be addressed via email to Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov

(540) 553-1016 and Kaylan.Boone@vdot.virginia.gov

(757) 755-5984 mailto:Joel.Whitmore@vdot.virginia.gov mailto:Brandon.Caldwell@vdot.virginia.gov mailto:Kaylan.Boone@vdot.virginia.gov mailto:plowsnow@vdot.virginia.gov mailto:Joel.Whitmore@vdot.virginia.gov mailto:Brandon.Caldwell@vdot.virginia.gov mailto:Kaylan.Boone@vdot.virginia.gov mailto:Joel.Whitmore@vdot.virginia.gov mailto:Kaylan.Boone@vdot.virginia.gov

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

Important Deadlines

July 6, 2026 Is the start date to submit a completed and signed copy of the Snow Removal Equipment Agreement with all completed Attachments.

plowsnow@vdot.virginia.gov.

A Certificate of Liability Insurance (COI) shall be submitted with the electronic agreement to include unexpired automobile, general liability, and workers compensation as applicable. Each piece of equipment shall be listed on the Certificate of Liability Insurance.

(example: 2022 Ford F450 VIN #1234567891011).

Certificate Holder/Additional Ensured is listed as VDOT, 87 Deacon Rd., Fredericksburg, VA 22405

October 2, 2026 (11:59 pm)

Is the deadline to submit a completed and signed Snow Removal Equipment Agreement with all completed Attachments, to include current (not expired) Vehicle Registration and Automobile Insurance, as well as General Liability (if applicable) and Workers Comp (if applicable) to be eligible for Minimum Guarantee Payment (MGP) and Pre-Season Bonus. Pre-season bonuses will only be applied to 4X4 pickup trucks, single and multi-axle trucks. Agreements submitted after the October 2, 2026, deadline will not be eligible for Minimum Guarantee Payment (MGP) and Pre-Season Bonus.

October 3, 2026- November 9, 2026 (11:59 pm)

The Fredericksburg Interstate Maintenance Office will continue to accept Snow Removal Equipment Agreements from October 3, 2026, through November 9, 2026, however any Agreements submitted after October 2, 2026, deadline will not be eligible for the Minimum Guarantee Payment 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.

Agreements received during this period will only be accepted on an as-need basis through December 31,2026.

November 25, 2026

Equipment was (must) successfully rigged by November 25, 2026, or by the date scheduled by the District Equipment Division. (if applicable).

November 25, 2026 Is the deadline to pick up VDOT issued machinery equipment and have it successfully rigged. (If Applicable)

April 23, 2027 Return all VDOT owned machinery or devices in the condition received, less normal wear and tear.

mailto:plowsnow@vdot.virginia.gov

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

Please see the additional notes about the snow registration below. We look forward to meeting with you. If you have any questions prior to the meeting, you may email Joel.Whitmore@vdot.virginia.gov or call (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov or call (540) 553-1016 and Kaylan.Boone@vdot.virginia.gov or call

(757) 755-5684

Thank you, Joel Whitmore Fredericksburg Interstate Maintenance Office Contract Manager

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.

Email Information

The PLOW4VA online registration program and the SWAS Contractor Equipment program will generate multiple emails to your company. Please be sure to add the following email addresses to your contact list to prevent your email server from blocking emails that will contain important information for your company.

o plowsnow@vdot.virginia.gov.

o Joel.Whitmore@vdot.virginia.gov o Brandon.Caldwell@vdot.virginia.gov o Kaylan.Boone@vdot.virginia.gov

Pre-Season Bonus mailto:Joel.Whitmore@vdot.virginia.gov mailto:Brandon.Caldwell@vdot.virginia.gov mailto:Kaylan.Boone@vdot.virginia.gov mailto:Joel.Whitmore@vdot.virginia.gov mailto:Brandon.Caldwell@vdot.virginia.gov mailto:Kaylan.Boone@vdot.virginia.gov mailto:plowsnow@vdot.virginia.gov mailto:Joel.Whitmore@vdot.virginia.gov

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

2026-2027 SNOW REMOVAL OPERATIONS

FREDERICKSBURG DISTRICT – FREDERICKSBURG INTERSTATE MAINTENANCE

NOTES ABOUT PLOW4VA SNOW REMOVAL REGISTRATION

In order for your company to register for snow removal this season, please be sure to have/obtain the following prior to beginning your application.

• Register your account at https://eva.virginia.gov/index.html

• State Corporation Commission Form (SCC)

• Registration for each submitted equipment showing GVWR or GCWR information that meets the selected bid line requirements.

o Ensure your company has all the required information required for signing up this year:

o Email address that is monitored for important correspondence and award information during the snow season needs to match the payment email in your EVA account.

o Valid VIN and Plate numbers for all vehicles that require DMV registration. (Current registration for ALL vehicles is required at time of electronic registration for snow removal duty).

o Valid Certification of Liability Insurance (COI) - (NOT ID CARD) or PROOF OF COVERAGE

(COI) form showing:

Liability Coverage-(if needed for your Company) with at least $500,000.00 coverage.

Please refence to the 26-27 M7B agreement

• Commercial General Liability

• Farm Owner’s Liability

• Personal Liability

Automobile Liability- (if your company has any licensed equipment with a principal function for travel on highways to be utilized under this Agreement. $500,000.00 coverage combined single limit.

VDOT is named as additional insured. (VDOT, 87 Deacon Rd., Fredericksburg, VA 22405)

Also, to be included on the COI form will be the year, make, model and VIN of each vehicle being used for snow removal duty.

Workers’ Compensation, Employer’s Liability with at least $100,000.00. Please note, Workers’ Compensation as applicable insurance requirements can be found in Section II.

General terms and Conditions of the M7B Agreement.

o EVA ID – (Verify that your EVA account is correct and up to date with home address, email address and phone number. Instructions on how to obtain an EVA ID will be provided if needed).

o If needed, attend a Snow Vendor Open Enrollment Registration by appointment only.

M-7B Registration mailto:Joel.Whitmore@vdot.virginia.gov mailto:Brandon.Caldwell@vdot.virginia.gov https://eva.virginia.gov/index.html

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

Once your company has been informed of your bid acceptance, trucks that qualify for AVL will need to be outfitted with the units.

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.

AVL

Information mailto:Joel.Whitmore@vdot.virginia.gov

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

SAMPLE CERTIFICATE OF LIABILITY INSURANCE

Joel.Whitmore@vdot.virginia.gov (540) 670-3481 and Brandon.Caldwell@vdot.virginia.gov (540) 553-1016

SAMPLE REGISTRATION

Registrations must have a minimum of 10,001 listed to meet bid line requirements.

mailto:Joel.Whitmore@vdot.virginia.gov