Hampton Roads District
Bridge Hired Equipment
TABLE OF CONTENTS
II. Questions Regarding This Invitation For Bid
IV. Specifications/Contract Requirements
V. Pre-Bid Conference
VI. Method for Payment
VIII. Bidders Instructions When Submitting Paper Bids
IX. General Terms and Conditions
X. Special Terms and Conditions
A. SWAM Compliance Report
B. SWAM Compliance Report Form
C. Virginia Code Red Ozone Days
Forms to be Completed and Uploaded with Bid
Small Business Subcontracting Plan
VA State Corporation Commission Form
Normal and Emergency Contacts
Subcontractor Approval Request
Vendor Qualification Equipment Inventory Certification Form
Note: This public body does not discriminate against faith-based organizations in accordance with the Code of Virginia, § 2.2-
4343.1 or against a bidder because of race, religion, color, sex, national origin, age, disability, sexual orientation, gender identity,
political affiliation, or veteran status or any other basis prohibited by state law relating to discrimination in employment. Faith-based
organizations may request that the issuing agency not include subparagraph 1.e in General Terms and Condition C. Such a request shall be
in writing and explain why an exception should be made in that invitation to bid.
Hampton Roads District
Bridge Hired Equipment
The Virginia Department of Transportation (herein referred to as “VDOT”) is soliciting bids from qualified firms to provide
equipment with experienced operators, skilled laborers, and foreman, to assist VDOT bridge crews to perform various bridge
maintenance projects on an as needed basis. VDOT will provide oversight and direction on all work performed under the
resulting contract. Work will be performed on primary, secondary, and interstate routes throughout the VDOT Hampton Roads
District which covers Accomack, Greensville, Isle of Wight, Northampton, Southampton, James City, Surry, Sussex and York
Counties and the Cities of: Chesapeake, Hampton, Newport News, Norfolk, Poquoson, Portsmouth, Suffolk and Virginia
PERIOD OF CONTRACT: From Date of Award for 12 Months (renewable)
QUESTIONS REGARDING THIS INVITATION FOR BID:
Any questions regarding this invitation for bid shall be addressed to Marlene Carter at Marlene.Carter@VDOT.virginia.gov or
by phone (757) 956-3036. 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 on AUGUST 4, 2020.
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 / CONTRACT REQUIREMENTS:
A. SCOPE OF WORK: The contractor(s) shall provide as listed, experienced personnel, equipment, with a qualified,
experienced operator if indicated, fuel, hand and power tools, parts, supplies, personal protective equipment, and all
incidentals as necessary for safe and efficient operation. The contractor is required to have a minimum of three (3) years’
experience in providing the type of work outlined in this IFB. The contractor’s personnel and equipment shall assist in the
replacement and maintenance of bridges on primary, secondary, and occasionally interstate highways in the areas indicated
above. The work will consist of, but not be limited to, timber, concrete and steel substructure and superstructure repair,
pipe replacement, stone placement, shoulder and embankment grading, pile driving, deck repair, approach work, storm
drainage repair, environmental protection work, and other types of bridge maintenance projects. All work shall be
performed on an as needed basis and under VDOT direction and supervision. All work shall conform to applicable safety
and environmental requirements. VDOT will provide all materials that will become a permanent part of the structure.
VDOT may require multiple pieces of equipment and operators to be working simultaneously. All work performed under
the resulting contract shall only be performed along with VDOT bridge crew members.
B. SPECIFICATIONS & STANDARDS: All work shall be performed following the direction given by the VDOT Contract
Administrator, or designee, and as related to quality, shall be performed in accordance with the current edition of the
VDOT Road and Bridge Specifications, excluding sections 100 and 200, including but not limited to Division IV-Bridges
and Structures, and the standards of the industry to the satisfaction of the VDOT representative. All maintenance work
performed shall be in conformance with the Virginia Work Area Protection Manual (VWAPM), dated 2011 or latest
edition. The Contractor’s equipment shall meet Occupational Safety & Health Administration (OSHA) and Virginia
Occupational Safety & Health (VOSH) standards. Additionally, the Contractors shall remain in compliance with all OSHA
and VOSH personnel, equipment, and safety regulations while performing work under this contract.
Hampton Roads District
Bridge Hired Equipment
C. EQUIPMENT SPECIFICATIONS/REQUIREMENTS:
1. The equipment offered by bidders shall be of equal size, or larger, as specified in the line items on the pricing schedule
and within the specifications of this IFB, suitable for the intended purpose and provide the required or approved equal
specifications and capabilities. For each piece of equipment offered, as required, the contractor shall provide an
experienced, qualified operator. VDOT in its sole discretion shall determine whether the equipment offered by bidders
is considered equal to that named herein as listed in the line item. VDOT, in its sole discretion shall determine whether
the operator provided is sufficiently experienced to safely and effectively operate the assigned equipment. The
contractor shall possess or otherwise have available, at the time of bid closing, and throughout the term of the contract,
the vehicles and equipment necessary to perform the work under the terms of this contract.
2. The equipment noted in the pricing schedule as required to be listed, shall be submitted on Form ASD-08 Vendor
Qualification/Equipment Inventory Certification Form (see eVA Posting).
If a listing of equipment is attached in lieu of completing the ASD-08, the listing shall include the make, model,
year, capacity, ID/Serial/VIN # and a complete description for each piece of equipment offered.
Failure to complete this attachment in its entirety may render the bid non-responsive.
The description entered shall make it clear to the Contract Officer to which line item the entry corresponds.
If equipment will be rented, leased or subcontracted, provide a letter from the applicable entity on company
letter head stating the type of equipment and availability for the duration of the contract period.
Equipment so listed shall be provided with an experienced dedicated operator paid for with the equipment.
Equipment shall be paid only for hours worked and no time will be allowed for downtime or servicing of
3. Condition: The contractor shall ensure the equipment and tools are maintained and kept in good operating condition.
A daily inspection shall be performed on the equipment by contractor personnel prior to the start of each work day.
Documentation of this inspection shall be retained by the contractor and provided to VDOT upon request. No payable
time shall be charged for this inspection.
4. Amber Light: The contractor equipment’s warning lights shall meet the requirements referenced in the 2011 Virginia
Work Protection Manual, and shall meet the latest requirement for markers. Vehicles that do not meet these
requirements will not be allowed to be utilized in conjunction with this contract.
5. State Inspection/Registration/ Licensure: All contractor vehicles used under this contract, including trailers, shall have
a current state vehicle inspection and registration from the State where the vehicle is registered and must be properly
insured in accordance with that State's requirements. The contractor's equipment and operators shall be in compliance
with all applicable DMV, State and Federal regulations regarding the conditions, safety and operations of the requested
6. Company Identification: The name of the contractor’s company shall be displayed on both sides of all work vehicles
while on VDOT right of way.
7. Hand and Power Tools: The contractor shall have and maintain suitable equipment and tools necessary for the
satisfactory execution of bridge maintenance work. Exhibit 1 lists the minimum hand and power tools that the
contractor shall possess to perform the services of this contract. The Foreman shall be responsible for providing the
tools listed on Exhibit 1 when he/she is required to work as part of the crew. All costs associated with purchase and
maintenance of tools and equipment shall be the responsibility of the contractor.
8. VDOT reserves the right to review and evaluate Bidders’ equipment prior to a Notice of Intent to Award or at any time
after contract award. Any equipment evaluations will be conducted in accordance with the specifications outlined in
Hampton Roads District
Bridge Hired Equipment
this IFB and the contractor’s equipment as presented and listed on ASD-08, Vendor Qualification/Equipment Inventory
Certification Form. VDOT reserves the right to reject any piece of equipment that does not meet the requirements or
specifications as stated herein as listed in the line items on the Pricing Schedule.
9. Rental/Leasing of Specialized Equipment: Services may require the leasing or rental of specialized equipment that is
not listed on the bid pricing schedule. The contractor shall make every attempt to obtain the lowest price for rental or
leased equipment. In some cases VDOT may be able to provide the equipment required if it is available at the time of
At VDOT’s request, the Contractor shall provide a quote for renting or leasing specialized equipment with operator as
may be needed to perform the required work. The quote shall contain the hourly, daily and weekly rates. Quotes are
preferred to be submitted within 48 to 72 hours of request with the exception of emergencies. All quotes shall be
subject to VDOT’s review and approval. Upon review and approval of the quote, a contract modification will be issued
to add the equipment to the contract as well as the standing purchase order. VDOT reserves the right to obtain quotes
from other sources and have other sources provide the specialized equipment if determined to be in the best interest of
VDOT. No percentage of mark-up is allowed to be added for the cost of renting or leasing equipment per the
Code of Virginia 2.2-4331.
D. PERSONNEL REQUIREMENTS:
1. Experience: Each piece of equipment shall have experienced operators who shall be capable and experienced
in services such as timber and concrete bridge structure repair, excavation, pipe replacement, stone
replacement, asphalt cutout patching, shoulder and embankment grading, storm drainage repair,
environmental protection work, and other types of bridge maintenance projects. The contractor must
demonstrate to the satisfaction of VDOT that they have the capability to perform the services required under this
contract by noting experience in similar work, experience with bridge maintenance work, and/or prior VDOT
experience. Any Equipment Operator unable to perform at a minimum the above services in a proficient manner shall
be replaced at VDOT’s request. All work shall be performed under the direction and supervision of VDOT.
2. Commercial Driver’s License: When required by the equipment being operated, the operator of each piece of
equipment shall possess a valid Commercial Driver’s License with the proper endorsements. VDOT, at its
discretion, may require examination of drivers’ licenses (including subcontractors) and may at any time check DMV
records for current status of driving records.
3. Crew Requirements: The contractor shall provide experienced, trained, qualified, and reliable personnel who
are fully capable of performing all aspects of bridge structure maintenance work under this contract. At a
minimum, the crew member duties shall consist of the following:
a. Foreman: The Foreman shall be responsible for providing tools as listed in Exhibit 1, transportation for himself
and crew/laborers and for the oversight of the Contractor’s crew members while performing bridge maintenance
activities, including but not limited to: overseeing maintenance work and equipment operators and overall safety
of the crew and equipment. Foreman shall be skilled in all aspects of bridge maintenance activities. Foreman
shall monitor the daily sign in/out log, verify its accuracy and submit to VDOT as required. Foreman shall
confirm that one member of each crew holds the required Intermediate Work Zone Traffic Control (WZTC)
Certification when traffic flagging operations are conducted. The Foreman shall also verify that all work is
performed correctly, completed within the designated timeframe and ensure the quality of work as directed by
b. Crew Members/Laborers: Crew Members shall be experienced in all bridge maintenance operations and
shall report to the Foreman. Crew members shall perform manual labor, and follow oral and written instructions
for bridge maintenance projects. At least one member of each crew shall be experienced in and capable of legally
and effectively operating the flatbed truck and pickup truck, and crew members capable of operating pumps, air
compressor, jack hammers, generator, concrete saw, scaffolding, concrete mixer, as well as other equipment listed
with the bid items not specifically including operators, and the additional hand and power tools listed on Exhibit
#1 as needed.
Hampton Roads District
Bridge Hired Equipment
c. Welder/Flaggers: Welders shall be certified in bridge welding and for the types of welds being used.
Flaggers shall have proper certification as required by VDOT.
4. Participation by All Contract Personnel: The contractor shall ensure that all members of the contractor’s crew
workforce are prepared and ready to assist with all aspects of bridge maintenance activities as required.
5. Required Number of Personnel/Crews: VDOT will determine the number of laborers (crew) needed for each job and
when a foreman is required. VDOT reserves the right to adjust the number of crew members on an as-needed basis.
6. Communication: Equipment Operators must be able to understand and communicate effectively in English. VDOT
personnel must be able to understand the English spoken by each operator. Equipment Operators must be capable of
reading and understanding maps and verbal or written instructions in English.
7. Attire and Safety Equipment: When outside the cab of the equipment all of contractor’s personnel shall wear OSHA
approved attire. No shorts, cutoffs, tennis shoes or sleeveless shirts shall be permitted. Any operator not in compliance
will be asked to leave the work site and will not be paid for the remainder of the day.
8. The contractor shall ensure that all operators and equipment comply with all OSHA and VOSH Standards, MUTCD
and VDOT safety rules as they apply to the work being done and not create any hazardous conditions. Necessary
safety supplies and equipment, shall include, but is not limited to, safety hats, vests, steel toe shoes, gloves, glasses
etc. This shall include wearing hardhats steel-toe-shoes, reflective vest when out of the equipment.
9. The contractor’s equipment operators shall take every precaution for the protection of the public and others who may
come on the work site or be affected by the operation.
E. EQUIPMENT OPERATIONS:
1. Securing Vehicles: While performing under this contract, the contractor shall be responsible for having secured all
equipment and materials on their equipment when in transit to and returning from a work assignment.
2. Off-Loading or Loading by Machine: All equipment operators shall use every precaution to guard against damage
when required to load or unload material into a VDOT or Contractor owned truck. Truck drivers shall position the
dump bed to ease loading or unloading as requested by VDOT staff or equipment operator to allow access to materials
in dump bed.
3. Parking of Vehicles: The contractor’s equipment shall not be parked overnight in the maintenance yard or at the
project site without the prior written approval of the Contract Administrator or designee. VDOT will not be liable for
any contractor vehicle or equipment that is missing, stolen, or damaged while parked on the right of way or at a VDOT
4. Readiness for Work: The contractor, at his own expense, shall have the equipment clean, fueled and ready to begin
operations when they report to the designated job location. The Contractor shall also provide any accessories
necessary to operate the needed equipment safely and efficiently. The hand tools listed on Exhibit 1 shall be furnished
when a foreman is required as part of the crew. This shall include, but is not limited to, all hand tools and safety
supplies and equipment. All equipment may be inspected by VDOT prior to being placed into operation. VDOT
reserves the right to have any equipment removed from operations due to failure to meet specifications, frequent
mechanical failures, or failure to meet any safety requirements.
5. Sub-Contractors: Reference Special Term and Condition #12. No equipment shall be sent to the job site that has not
previously been inspected and included on the approved sub-contractor list. Sub-contractors must be approved by the
Contract Officer or designee and must be listed on Attachment F Subcontractor Approval Form. In the event the
contractor supplies equipment from an unapproved subcontractor for a job, the equipment will not be accepted.