IFB 160846 - Equipment with Operator

The Virginia Department of Transportation (VDOT) is soliciting bids via Invitational for Bids (IFB) #160846 for equipment with operator services in Russell County within the Lebanon Residency of the Bristol District. The procurement requires on-call, as-needed hourly rental of heavy equipment and experienced operators capable of supporting up to two simultaneous work locations to perform roadway maintenance, incidental construction, and critical repair work including asphalt and concrete pavement repair, pothole patching, drainage structure maintenance, slope stabilization, and emergency storm damage repairs. The scope includes an extensive fleet of equipment such as pickup trucks, dump trucks (quad-axle, tri-axle, tandem, and single-axle configurations), excavators, dozers, graders, wheel loaders, bucket trucks, water trucks, and vacuum excavators, with bidders permitted to propose supplemental line items including chainsaws, trailers, and specialized tools on an hourly basis. Qualified bidders must hold a minimum Class A Contractor's license with Highway/Heavy classification from the Virginia State Board of Contractors and comply with prevailing wage requirements established by the Virginia Commissioner of Labor and Industry, with rates ranging from $12.77 to $26.68 per hour depending on classification. A mandatory pre-bid conference is scheduled for 10:00 AM EDT on May 11, 2026, at the Lebanon Residency Office in Lebanon, Virginia, with attendance required for bid eligibility; electronic bids must be submitted via eVA no later than 10:00 AM EDT on May 21, 2026, followed by a virtual public bid opening at 10:00 AM EDT on May 22, 2026. The contract period is one year from the award date with four optional consecutive one-year renewal terms available, with price increases capped at the percentage increase of the SERVICES category of the Consumer Price Index.

This procurement includes a 42 percent small business subcontracting goal requiring all bidders to be certified by the Virginia Department of Small Business and Supplier Diversity (DSBSD) or to identify plans for utilizing DSBSD-certified small businesses as subcontractors; contractors certified as small businesses by DSBSD are exempt from submitting a Small Business Subcontracting Plan. All bid prices must incorporate fuel, mobilization costs, labor, supervision, traffic control, and associated expenses, with payment made hourly to the nearest one-tenth hour for actual time equipment and personnel are actively used at project locations. Contractors must maintain workers' compensation insurance per statutory requirements, employer's liability coverage of $100,000, commercial general liability of $1,000,000 per occurrence/$2,000,000 aggregate, and automobile liability of $1,000,000 combined single limit. Equipment verification will occur prior to issuance of the Notice of Intent to Award, with owned equipment subject to in-person inspection, rented or leased equipment requiring signed rental agreements, and subcontracted equipment requiring Subcontractor Approval Request Forms. VDOT reserves the right to make multiple awards to both Primary and Secondary contractors and does not guarantee minimum or maximum quantities for estimated work. The eVA vendor transaction fee is 1 percent capped at $500 for DSBSD-certified small businesses and 1 percent capped at $1,500 for other businesses, assessed per purchase order issued.