156270 Delivered Stone Chase City and Clarksville

Agency: State Government of Virginia
State: Virginia
Type of Government: State & Local
NAICS Category:
  • 481219 - Other Nonscheduled Air Transportation
Posted Date: Sep 13, 2020
Due Date: Sep 21, 2020
Solicitation No: IFB 4171-1
Bid Source: Please Login to View Page
Contact information: Please Login to View Page
Bid Documents: Please Login to View Page
IFB 4171-1
  • 156270 Delivered Stone Chase City and Clarksville
  • Status: Open
  • Time Left:7 days, 17 hours
  • Closing: 9/21/20 3:00 PM
  • Issued: 9/11/20 3:00 PM
  • Last Amended:
  • Buyer:Cheryl Lewis
  • Cheryl.Lewis@VDOT.Virginia.gov
  • (804)524-6030

  • Issued By:Virginia Department of Transportation
  • Type:Invitation for Bids (IFB)
  • Category:Non-Professional Services - Non-Technology
  • Work Location: Chase City Area Headquarters and Clarksville Area Headquarters, South Hill Residency
  • PreBid Conference:
  • Open Responses: 9/22/20
  • Description:Provide delivered stone to Chase City Area Headquarters and Clarksville Area Headquarters

Attachment Size Description Posted On Type
156270 Specifications.pdf (422.66 KB) 156270 Specifications 09/11/20 Solicitation
156270 REQUIRED FORMS.pdf (1.21 MB) 156270 REQUIRED FORMS 09/11/20 Solicitation

Attachment Preview

Administrative Services/Procurement
Richmond District South Hill Residency
Stone, Chase City and Clarksville
IFB #156270
The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide
Delivered Stone to Chase City Area Headquarters and Clarksville Area Headquarters for South Hill Residency.
PERIOD OF CONTRACT: November 21, 2020 to November 20, 2021
Any questions regarding this Invitation for Bid shall be addressed to Cheryl Lewis at Cheryl.Lewis@VDOT.Virginia.gov.
The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters
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 Invitation for Bids 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.
All stone shall conform to current VDOT Material Specifications. A copy can be obtained by contacting Cheryl Lewis at
PRE-BID CONFERENCE: A pre-bid conference will not be held for this solicitation, however, potential bidders are
encouraged to present questions and obtain clarification relative to any facet of this solicitation.
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 and/or completion of work. Invoices shall be submitted for all items completed
within the designated billing period. Payment may be made by SPCC, check, EDI, etc.
Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based
on the contract pricing schedule. No payment will be made for work in progress on the prescribed payment dates.
Due to the public health emergency, a public bid opening will not be conducted for this solicitation. However, a public
bid opening via teleconference will be hosted by a VDOT representative at 10:00 AM EST on September 22, 2020. The
conference can be accessed with the below dial-in information:
Call 1-601-680-7169
Meeting PIN ID: 346 685 390#
Additionally, conference can be accessed by downloading the free Google Meet App on your smart phone.
From the Google Meet App, click on “Join a Meeting”
Enter meeting code: vyd-djqe-wnu
Then select “Join Now”
The bid opening will begin promptly at the time indicated. The VDOT Representative will request attendees to provide their
names, company and contact information prior to the start of the conference.
Administrative Services/Procurement
Richmond District South Hill Residency
Stone, Chase City and Clarksville
IFB #156270
If you are unable to access the teleconference at the scheduled time please contact the Contract Officer via email and a bid
reading will be provided.
It is the bidder’s responsibility to insure that their bid is received prior to or at the specific time and place designated in
the solicitation. Bids received after the date and time specified for receipt shall not be considered. Bids not received at
the time and place designated (See Page 1), even if they are received at other VDOT offices/locations, will be considered
late. Please note that hand delivered bids will NOT be accepted at the Virginia Department of Transportation,
Central Office ASD (Bid Tab), 1201 E. Broad Street, Richmond, VA 23219 location.
Bids will be opened at the time and place stated on page two (2) of this solicitation and the Bidder and their Bid amount
made public to each bidder or other interested parties who may be present either in person or by representative. The
VDOT personnel whose duty it is to open the bids will decide when the specified time has arrived.
No responsibility will be attached to any VDOT personnel for the premature opening of a bid not properly addressed
and identified on the outside of a sealed envelope.
A. VENDORS MANUAL: This solicitation is subject to the provisions of the Commonwealth of Virginia Vendors Manual
and any changes or revisions thereto, which are hereby incorporated into this contract in their entirety. The process for
filing a complaint about this solicitation is in section 7.13 of the Vendors Manual. (Note section 7.13 does not apply to
protests of awards or formal contractual claims.) The procedure for filing contractual claims is in section 7.19 of the
Vendors Manual. A copy of the manual is normally available for review at the purchasing office and is accessible on the
Internet at www.eva.virginia.gov under “I Sell To Virginia”.
B. APPLICABLE LAWS AND COURTS: This solicitation and any resulting contract shall be governed in all respects by
the laws of the Commonwealth of Virginia and any litigation with respect thereto shall be brought in the courts of the
Commonwealth. The agency and the contractor are encouraged to resolve any issues in controversy arising from the award
of the contract or any contractual dispute using Alternative Dispute Resolution (ADR) procedures (Code of Virginia, §
2.2-4366). ADR procedures are described in Chapter 9 of the Vendors Manual. The contractor shall comply with all
applicable federal, state and local laws, rules and regulations.
C. ANTI-DISCRIMINATION: By submitting their (bids/proposals), (bidders/offerors) certify to the Commonwealth that
they will conform to the provisions of the Federal Civil Rights Act of 1964, as amended, as well as the Virginia Fair
Employment Contracting Act of 1975, as amended, where applicable, the Virginians With Disabilities Act, the Americans
With Disabilities Act and § 2.2-4311 of the Virginia Public Procurement Act (VPPA). If the award is made to a faith-
based organization, the organization shall not discriminate against any recipient of goods, services, or disbursements
made pursuant to the contract on the basis of the recipient's religion, religious belief, refusal to participate in a religious
practice, or on the basis of race, age, color, gender sexual orientation, gender identity, or national origin and shall be
subject to the same rules as other organizations that contract with public bodies to account for the use of the funds
provided; however, if the faith-based organization segregates public funds into separate accounts, only the accounts and
programs funded with public funds shall be subject to audit by the public body. (Code of Virginia, § 2.2-4343.1E).
In every contract over $10,000 the provisions in 1. and 2. below apply:
1. During the performance of this contract, the contractor agrees as follows:
a. The contractor will not discriminate against any employee or applicant for employment because of race, religion, color,
sex, sexual orientation, gender identity, national origin, age, disability, or any other basis prohibited by state law relating
to discrimination in employment, except where there is a bona fide occupational qualification reasonably necessary to
the normal operation of the contractor. The contractor agrees to post in conspicuous places, available to employees and
applicants for employment, notices setting forth the provisions of this nondiscrimination clause.
Administrative Services/Procurement
Richmond District South Hill Residency
Stone, Chase City and Clarksville
IFB #156270
b. The contractor, in all solicitations or advertisements for employees placed by or on behalf of the contractor, will state
that such contractor is an equal opportunity employer.
c. Notices, advertisements and solicitations placed in accordance with federal law, rule or regulation shall be deemed
sufficient for the purpose of meeting the requirements of this section.
d. If the contractor employs more than five employees, the contractor shall (i) provide annual training on the contractor's
sexual harassment policy to all supervisors and employees providing services in the Commonwealth, except such
supervisors or employees that are required to complete sexual harassment training provided by the Department of
Human Resource Management, and (ii) post the contractor's sexual harassment policy in (a) a conspicuous public place
in each building located in the Commonwealth that the contractor owns or leases for business purposes and (b) the
contractor's employee handbook.
e. The requirements of these provisions 1. and 2. are a material part of the contract. If the Contractor violates one of these
provisions, the Commonwealth may terminate the affected part of this contract for breach, or at its option, the whole
contract. Violation of one of these provisions may also result in debarment from State contracting regardless of whether
the specific contract is terminated.
f. In accordance with Executive Order 61 (2017), a prohibition on discrimination by the contractor, in its employment
practices, subcontracting practices, and delivery of goods or services, on the basis of race, sex, color, national origin,
religion, sexual orientation, gender identity, age, political affiliation, disability, or veteran status, is hereby incorporated
in this contract.
2. The contractor will include the provisions of 1. above in every subcontract or purchase order over $10,000, so that the
provisions will be binding upon each subcontractor or vendor.
D. ETHICS IN PUBLIC CONTRACTING: By submitting their bids, bidders certify that their bids are made without collusion
or fraud and that they have not offered or received any kickbacks or inducements from any other bidder, supplier, manufacturer
or subcontractor in connection with their bid, and that they have not conferred on any public employee having official
responsibility for this procurement transaction any payment, loan, subscription, advance, deposit of money, services or anything
of more than nominal value, present or promised, unless consideration of substantially equal or greater value was exchanged.
E. IMMIGRATION REFORM AND CONTROL ACT OF 1986: By entering into a written contract with the Commonwealth
of Virginia, the Contractor certifies that the Contractor does not, and shall not during the performance of the contract for goods
and services in the Commonwealth, knowingly employ an unauthorized alien as defined in the federal Immigration Reform
and Control Act of 1986.
F. DEBARMENT STATUS: By submitting their bids, bidders certify that they are not currently debarred by the Commonwealth
of Virginia from submitting bids on contracts for the type of goods and/or services covered by this solicitation, nor are they an
agent of any person or entity that is currently so debarred.
G. ANTITRUST: By entering into a contract, the contractor conveys, sells, assigns, and transfers to the Commonwealth of
Virginia all rights, title and interest in and to all causes of action it may now have or hereafter acquire under the antitrust laws
of the United States and the Commonwealth of Virginia, relating to the particular goods or services purchased or acquired by
the Commonwealth of Virginia under said contract.
Failure to submit a bid on the official state form provided for that purpose shall be a cause for rejection of the bid. Modification
of or additions to any portion of the Invitation for Bids may be cause for rejection of the bid; however, the Commonwealth
reserves the right to decide, on a case by case basis, in its sole discretion, whether to reject such a bid as nonresponsive. As a
precondition to its acceptance, the Commonwealth may, in its sole discretion, request that the bidder withdraw or modify
nonresponsive portions of a bid which do not affect quality, quantity, price, or delivery. No modification of or addition to the
provisions of the contract shall be effective unless reduced to writing and signed by the parties.
Administrative Services/Procurement
Richmond District South Hill Residency
Stone, Chase City and Clarksville
IFB #156270
I. CLARIFICATION OF TERMS: If any prospective bidder has questions about the specifications or other solicitation
documents, the prospective bidder should contact the buyer whose name appears on the face of the solicitation no later than
five working days before the due date. Any revisions to the solicitation will be made only by addendum issued by the buyer.
1. To Prime Contractor:
a. Invoices for items ordered, delivered and accepted shall be submitted by the contractor directly to the
payment address shown on the purchase order/contract. All invoices shall show the state contract number and/or
purchase order number; social security number (for individual contractors) or the federal employer identification number
(for proprietorships, partnerships, and corporations).
b. Any payment terms requiring payment in less than 30 days will be regarded as requiring payment 30 days after invoice
or delivery, whichever occurs last. This shall not affect offers of discounts for payment in less than 30 days, however.
c. All goods or services provided under this contract or purchase order, that are to be paid for with public funds, shall be
billed by the contractor at the contract price, regardless of which public agency is being billed.
d. The following shall be deemed to be the date of payment: the date of postmark in all cases where payment is made by
mail, or the date of offset when offset proceedings have been instituted as authorized under the Virginia Debt Collection
e. Unreasonable Charges. Under certain emergency procurements and for most time and material purchases, final job
costs cannot be accurately determined at the time orders are placed. In such cases, contractors should be put on notice
that final payment in full is contingent on a determination of reasonableness with respect to all invoiced charges.
Charges which appear to be unreasonable will be researched and challenged, and that portion of the invoice held in
abeyance until a settlement can be reached. Upon determining that invoiced charges are not reasonable, the
Commonwealth shall promptly notify the contractor, in writing, as to those charges which it considers unreasonable and
the basis for the determination. A contractor may not institute legal action unless a settlement cannot be reached within
thirty (30) days of notification. The provisions of this section do not relieve an agency of its prompt payment obligations
with respect to those charges which are not in dispute (Code of Virginia, § 2.2-4363).
2. To Subcontractors:
a. A contractor awarded a contract under this solicitation is hereby obligated:
(1) To pay the subcontractor(s) within seven (7) days of the contractor’s receipt of payment from the Commonwealth
for the proportionate share of the payment received for work performed by the subcontractor(s) under the contract;
(2) To notify the agency and the subcontractor(s), in writing, of the contractor’s intention to withhold payment and
the reason.
b. The contractor is obligated to pay the subcontractor(s) interest at the rate of one percent per month (unless otherwise
provided under the terms of the contract) on all amounts owed by the contractor that remain unpaid seven (7) days
following receipt of payment from the Commonwealth, except for amounts withheld as stated in (2) above. The date
of mailing of any payment by U. S. Mail is deemed to be payment to the addressee. These provisions apply to each
sub-tier contractor performing under the primary contract. A contractor’s obligation to pay an interest charge to a
subcontractor may not be construed to be an obligation of the Commonwealth.
3. Each prime contractor who wins an award in which provision of a SWAM procurement plan is a condition to the award,
shall deliver to the contracting agency or institution, on or before request for final payment, evidence and certification
of compliance (subject only to insubstantial shortfalls and to shortfalls arising from subcontractor default) with the
SWAM procurement plan. Final payment under the contract in question may be withheld until such certification is
Administrative Services/Procurement
Richmond District South Hill Residency
Stone, Chase City and Clarksville
IFB #156270
delivered and, if necessary, confirmed by the agency or institution, or other appropriate penalties may be assessed in
lieu of withholding such payment.
4. The Commonwealth of Virginia encourages contractors and subcontractors to accept electronic and credit card
K. PRECEDENCE OF TERMS: The following General Terms and Conditions VENDORS MANUAL, APPLICABLE LAWS
AND CONDITIONS, CLARIFICATION OF TERMS, PAYMENT shall apply in all instances. In the event there is a conflict
between any of the other General Terms and Conditions and any Special Terms and Conditions in this solicitation, the Special
Terms and Conditions shall apply.
L. QUALIFICATIONS OF BIDDERS: The Commonwealth may make such reasonable investigations as deemed proper and
necessary to determine the ability of the bidder to perform the services/furnish the goods and the bidder shall furnish to the
Commonwealth all such information and data for this purpose as may be requested. The Commonwealth reserves the right to
inspect bidder’s physical facilities prior to award to satisfy questions regarding the bidder’s capabilities. The Commonwealth
further reserves the right to reject any bid if the evidence submitted by, or investigations of, such bidder fails to satisfy the
Commonwealth that such bidder is properly qualified to carry out the obligations of the contract and to provide the services
and/or furnish the goods contemplated therein.
M. TESTING AND INSPECTION: The Commonwealth reserves the right to conduct any test/inspection it may deem advisable
to assure goods and services conform to the specifications.
N. ASSIGNMENT OF CONTRACT: A contract shall not be assignable by the contractor in whole or in part without the written
consent of the Commonwealth.
O. CHANGES TO THE CONTRACT: Changes can be made to the contract in any of the following ways:
1. The parties may agree in writing to modify the terms, conditions, or scope of the contract. Any additional goods or services
to be provided shall be of a sort that is ancillary to the contract goods or services, or within the same broad product or service
categories as were included in the contract award. Any increase or decrease in the price of the contract resulting from such
modification shall be agreed to by the parties as a part of their written agreement to modify the scope of the contract.
2. The Purchasing Agency may order changes within the general scope of the contract at any time by written notice to the
contractor. Changes within the scope of the contract include, but are not limited to, things such as services to be performed,
the method of packing or shipment, and the place of delivery or installation. The contractor shall comply with the notice
upon receipt, unless the contractor intends to claim an adjustment to compensation, schedule, or other contractual impact that
would be caused by complying with such notice, in which case the contractor shall, in writing, promptly notify the Purchasing
Agency of the adjustment to be sought, and before proceeding to comply with the notice, shall await the Purchasing Agency's
written decision affirming, modifying, or revoking the prior written notice. If the Purchasing Agency decides to issue a notice
that requires an adjustment to compensation, the contractor shall be compensated for any additional costs incurred as the
result of such order and shall give the Purchasing Agency a credit for any savings. Said compensation shall be determined
by one of the following methods:
a. By mutual agreement between the parties in writing; or
b. By agreeing upon a unit price or using a unit price set forth in the contract, if the work to be done can be expressed in
units, and the contractor accounts for the number of units of work performed, subject to the Purchasing Agency’s right
to audit the contractor’s records and/or to determine the correct number of units independently; or
c. By ordering the contractor to proceed with the work and keep a record of all costs incurred and savings realized. A
markup for overhead and profit may be allowed if provided by the contract. The same markup shall be used for
determining a decrease in price as the result of savings realized. The contractor shall present the Purchasing Agency
with all vouchers and records of expenses incurred and savings realized. The Purchasing Agency shall have the right

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