The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide
two Falcon 2-ton Trailer Mounted Asphalt Recyclers or equivalent to the Farmville Residency located at 637 Commerce
Road, Farmville, VA 23901.
PERIOD OF CONTRACT: From date of award through sixty (60) days.
QUESTIONS REGARDING THIS QUICK QUOTE BID:
Any questions regarding this invitation for bid shall be addressed to Robert Dowdle at robert.dowdle@VDOT.virginia.gov.
The issuing office shall determine whether any addendum should be issued as a result of any questions or other matters
raised. Provide questions by 5:00 PM two days prior to bid close.
For the purpose of clarification, each firm submitting a 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.
IV. SPECIFICATIONS REQUIREMENTS: The contractor shall provide two (2) Falcon 2-ton trailer-mounted asphalt
recyclers or equivalent to the Farmville Residency. The recycler shall meet the following requirements:
Units shall have a rated asphalt capacity of 2-tons or 3 cubic yards.
Per the current Virginia Work Area Protection Manual (WAPM) and subsequent revisions, equipment involved in
Operational Services shall be equipped with at least one rotating amber light or high intensity amber strobe light and shall be
visible 360 degrees.
The trailer shall display a slow moving vehicle emblem per OSHA regulation 1910.145(d)(10) at the rear of the trailer.
The trailer shall be rated at a minimum 14,000 GVWR and shall be fully DOT approved with LED running lights, dual
axles and electric brakes. The Pintle hitch shall be height adjustable.
Hand tool holders shall be supplied to properly secure up to four (4) 54” hand held spade shovels.
A 30 gallon heated tack tank with hose reel and spray wand shall be supplied.
The hopper doors shall have assist springs or hydraulics to ensure easy opening and closing of the doors.
All welds shall be in accordance with industry standards and be continuous in nature.
A 10 pound properly rated Fire Extinguisher with mounting bracket shall be installed and supplied.
A lockable tool box shall be supplied.
An electric overnight heater shall be supplied.
Asphalt compartment heat shall be supplied by a diesel powered unit with a minimum rating of 105,000 BTU's. Ignition
shall be a 12 volt design, with a supplied battery and charging unit and include a flameout shutdown protection system. The
unit shall have a full enclosure to protect the heater from the elements. A 25 gallon minimum fuel tank shall be included.
The heating system shall be automatically temperature controlled consisting of an air jacketed design with triple insulated
walls, heated unloading platform, and include insulated doors.
Delivery: Delivery shall be made within 60 days of award. Delivery shall be to the Farmville Residency at 637 Commerce
Road, Farmville, VA 23901. Delivery time shall be Monday – Thursday 7:00AM – 3:00PM. Contractor shall provide 24 hour
notice before delivery of equipment. Contact the Contract Administrator Deborah Fish at 434-505-3441 or 434-391-4080.
METHOD FOR PAYMENT:
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 to the address listed
below for all items completed within the designated billing period.
Invoice shall be submitted upon VDOT receipt and acceptance of the equipment to the address and section listed below.
Invoices shall include the contract number, purchase order number, itemized quantities, unit price, and extended costs based
on the contract pricing schedule.
Virginia Department of Transportation
Lynchburg District, Farmville Residency
Attention: Deborah Fish
637 Commerce Road
Farmville, VA 23901
VIII. SPECIAL TERMS AND CONDITIONS:
1. AWARD: The Commonwealth will make the award on Grand Total basis to the lowest responsive and responsible
bidder that is a DSBSD-certified micro business if such a bid is received, provided that the bid is less than $10,000
and the agency in its sole discretion determines that the bid price is fair and reasonable. Otherwise, award of the
contract shall be made to the lowest responsive and responsible bidder that is a DSBSD-certified small business if
such a bid is received, provided that the bid is not more than $100,000 and the agency in its sole discretion determines
that the bid price is fair and reasonable. If, in the agency’s opinion, the criteria in the previous two sentences are not
present, then award shall be made to the lowest responsive and responsible bidder of any size, provided the agency in
its sole discretion determines that the price is fair and reasonable. If applicable, unit prices, extensions and grand total
must be shown. In case of arithmetic errors, the unit price will govern. If cash discount for prompt payment is offered,
it must be clearly shown in the space provided. Discounts for early prompt payment will not be considered in making
awards. The State reserves the right to reject any and all bids in whole or in part, to waive any informality, and to
delete items prior to making an award.
2. BID ACCEPTANCE PERIOD: Any bid in response to this solicitation shall be valid for (60) days. At the end of the (60)
days the bid may be withdrawn at the written request of the bidder. If the bid is not withdrawn at that time it remains in
effect until an award is made or the solicitation is canceled.
3. BID PRICES: Bid shall be in the form of a firm unit price for each item during the contract period.
4. DELIVERY POINT: Except when otherwise specified herein, all items shall be F.O.B. delivered to any of the locations
5. eVA BUSINESS-TO-GOVERNMENT CONTRACTS AND ORDERS: The solicitation/contract will result in one
purchase order with the eVA transaction fee assessed for each order.
Vendors desiring to provide goods and/or services to the Commonwealth shall participate in the eVA Internet e-
procurement solution and agree to comply with the following: If this solicitation is for a term contract, failure to provide
an electronic catalog (price list) or index page catalog for items awarded will be just cause for the Commonwealth to reject
your bid/offer or terminate this contract for default. The format of this electronic catalog shall conform to the eVA Catalog
Interchange Format (CIF) Specification that can be accessed and downloaded from www.eVA.virginia.gov. Contractors
should email Catalog or Index Page information to eVAemail@example.com.
6. EXTRA CHARGES NOT ALLOWED: The bid price shall be for complete delivery of items ready for the
Commonwealth’s use, and shall include all applicable freight and installation charges; extra charges will not be allowed.
7. INSPECTION: Upon delivery, an inspection will be conducted by VDOT. Any deficiencies will be noted and brought to
the attention of the Contractor. The Contractor shall promptly, within ten working days, permanently correct any
deficiencies at the Contractor’s sole expense prior to final acceptance of the products.
8. MAINTENANCE MANUALS: The contractor shall provide with each piece of equipment an operations and
maintenance manual with wiring diagrams, parts list, and a copy of all warranties.
9. NAME OF MANUFACTURER AND SHIPPING POINT: Each bidder shall supply in the space below the name and
address of the manufacturer of each item offered and the shipping point.
10. OPEN AND CONCEALED CARRY OF FIREARMS: It is the policy of the Commonwealth that open and concealed
carry of firearms shall be prohibited in offices occupied by executive branch agencies, unless held by law enforcement,
authorized security, or military personnel authorized to carry firearms in accordance with their duties. Therefore, [Party]
shall comply with the requirements of Executive Order 50, Virginia Department of General Services Directive 16 and
Regulations Banning Concealed Firearms in Offices Owned or Occupied by Executive Branch Agencies, 1 VAC 30-105,
Virginia Department of Human Resources Management Policy 1.80, and any other applicable laws or policies consistent
with the above mentioned laws and policies. VDOT shall retain the right to expel any person from its premises who is
violating this policy, in addition to pursuing any other remedies which may be available under this Agreement and
11. PRODUCT INFORMATION: The bidder shall clearly and specifically identify the product being offered and enclose
complete and detailed descriptive literature, catalog cuts and specifications with the bid to enable the Commonwealth to
determine if the product offered meets the requirements of the solicitation. Failure to do so may cause the bid to be
12. PROPRIETARY INFORMATION: All information submitted to VDOT is subject to disclosure under the Freedom of
Information Act (2.2-3700 et seq. of the Code of Virginia) unless a specific exclusion applies. To claim an exclusion
under the Virginia Public Procurement Act (2.2-4300 et seq. of the Code of Virginia), for data or materials submitted as
part of a procurement transaction or prequalification application that you believe are trade secrets or proprietary
information, you must file:
1) a written request, either before or at the time the data or materials are submitted, that:
Invokes the protection of 2.2-4342 of the Code of Virginia
Identifies the specific data or other materials you seek to exclude and protect by using some distinct method
such as highlighting or underlining. (Only identify the specific words, figures, or paragraphs that are
claimed to be trade secrets or proprietary information; the identification of an entire document, line item, or
total price is not acceptable and may result in rejection of the claim for protection); and
States the reasons why protection is necessary, and a
2) redacted copy of your submittal that deletes or blocks all data or material which is identified as a trade secret or
proprietary information in the written request.
13. WARRANTY (COMMERCIAL): The contractor agrees that the goods or services furnished under any award resulting
from this solicitation shall be covered by the most favorable commercial warranties the contractor gives any customer for
such goods or services and that the rights and remedies provided therein are in addition to and do not limit those available
to the Commonwealth by any other clause of this solicitation. A copy of this warranty should be furnished with the bid.