IFB161013 Courier Services

The Virginia Department of Transportation (VDOT) is requesting bids for statewide courier services to transport construction and maintenance materials to designated VDOT locations throughout Virginia under IFB 161013, with bids due July 6, 2026 at 9:00 AM EST/EDT. A small business set-aside applies: bidders must either hold DSBSD certification as small or micro businesses or identify and obtain prior written approval for subcontracting opportunities with certified small businesses under Section B of the Small Business Subcontracting Plan. Virginia has a goal of making over 42 percent of its purchases from DSBSD-certified small businesses.

The scope spans seven fixed weekly routes (Bristol to Salem, Fredericksburg to Culpeper, Culpeper to Elko, Northern Virginia to Elko, Staunton to Salem, Lynchburg to Salem, and Salem to Elko) plus on-demand same-day pickups and deliveries across ten primary VDOT locations: Bristol, Culpeper, Fredericksburg, Hampton Roads, Lynchburg, Fairfax (Northern Virginia), Salem, Staunton, Charlottesville (Research Council), and Elko (Materials Division headquarters). Materials include asphalt products, concrete samples and admixtures, rebar, guardrails, soil samples, aggregates, and pavement-marking materials, each with specified handling and storage conditions (temperature-controlled storage for concrete cylinders at 70–77°F, vibration minimization for soil samples, dry storage for cement and lime). No single item exceeds 100 pounds; maximum capacity is a quarter-ton pickup truck. Pickups and deliveries occur during normal business hours (8:00 AM to 3:30 PM) on the same business day, excluding Virginia State holidays. VDOT packages all materials and manages chain-of-custody documentation.

The contract runs from October 1, 2026, through September 30, 2027, with options to renew for four consecutive one-year periods. Price increases at renewal are capped at the percentage change in the "Other Services" category of the Consumer Price Index-U for the preceding twelve months. The contractor must submit firm unit prices for each line item and maintain Workers' Compensation, Employer's Liability ($100,000), Commercial General Liability ($1 million per occurrence/$2 million aggregate), and Automobile Liability ($1 million combined single limit) insurance. Payment is made within 30 days of invoice receipt and goods verification under the Virginia Prompt Payment Act. Award goes to the lowest responsive and responsible bidder. A pre-bid conference is optional on June 22, 2026, at 10:00 AM EST via Microsoft Teams; the virtual public bid opening is scheduled for July 7, 2026, at 10:00 AM EST/EDT.