This is a service / maintenance or supply contract in Martinsville, Virginia. Contact the soliciting agency for additional information.

Buyer: Patty Harvey patty.harvey@vdot.virginia.gov 540-375-3570 PURPOSE: The Virginia Department of Transportation (herein referred to as VDOT) is soliciting bids from qualified firms to furnish, deliver, and stockpile Grade B Natural Sand, on an as needed basis, to various Area Headquarters located in Henry and Patrick Counties on an as-needed basis, within the Martinsville Residency of VDOT's Salem District. PERIOD OF CONTRACT: The start date determined at time of award through one (1) year. (nonrenewable). Reminder to Bidders: This solicitation includes the requirement for the Bidder to submit a Small Business Subcontracting Plan (SBSP) Attachment B with the electronic bid response in eVA. Bidders selecting "I Plan To Complete All Work" box must be certified as a small/micro business by the Commonwealth of Virginia, Department of Small Business and Supplier Diversity (DSBSD) by the due date of this solicitation to participate in the SWaM Program. If the Bidder is not a DSBSD-certified small business, the "I Plan To Use Subcontractors" box must be selected, and the Bidder shall identify the portions of the contract that will be subcontracted to DSBSD-certified small business for the initial contract period and any subsequent renewal periods. II. QUESTIONS REGARDING THIS INVITATION FOR BID: Any questions regarding this invitation for bid shall be addressed to Patty Harvey at patty.harvey@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 no later than 4:00 PM EST on February 14, 2025. III. GENERAL DEFINITIONS: 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: 1. MATERIAL CONFORMANCE: All delivered sand shall conform to current VDOT Material Specifications found in Sections 202-209 of the 2020 Road and Bridge Specifications or latest edition. 2. SOURCE OF MATERIAL: Materials shall be supplied from a VDOT-pre- approved plant/quarry. The Bidder shall identify and submit the quarry source of the materials to be provided. Provide the information on attachment E - Quarry Source of Material. 3. UNIT BID PRICING: Measurement and payment of material shall be in accordance with Section 109 of the 2020 Road and Bridge Specifications or latest revision. Unit of measure is "Short Ton" (2,000 lbs.). Bids shall be in the form of a firm unit price during the contract period. Unit Price per "short ton" shall include transport and delivery to site for each line-item bid. 4. MATERIAL ON HAND: The Contractor shall carry an adequate stock to insure prompt delivery service for the duration of the contract. Contractor should plan ahead and be prepared to deliver during inclement weather. 5. ORDERS: VDOT will place orders on an 'as-needed, on-call basis'. 6. MINIMUM ORDERS: Minimum orders, if applicable, will be for FOB delivery to location listed. For orders less than minimum, the contractor will be permitted to add actual transportation cost (prepaid) to invoice for payment, or VDOT may purchase such order off contract from other sources. Partial shipments by contractor's choice of less than the minimum order value shall be made FOB Destination with no additional transportation charges added. If minimum orders are applicable, the minimum quantity will be indicated under the description line for each bid item. 7. DELIVERY POINT: The address and contact information for each delivery location is listed in the comments section under each bid line. Except when otherwise specified herein, all items shall be priced F.O.B. delivered to the locations specified herein. 8. OFF-LOADING: The Contract shall be responsible for off-loading material in neat stockpiles unless otherwise directed. 9. DELIVERY HOURS: For planning purposes, the normal hours for acceptance of deliveries are Monday through Friday between the hours of 7:00AM and 3:00PM, except on days designated as Federal or State holidays or mandated closing. 10. DELIVERY NOTIFICATION: The Contractor shall provide VDOT advance delivery notification at least twenty-four (24) hours prior to intended delivery. Contact information for each delivery location is listed in the comments section under each bid line on the contract. 11. DELIVERY COMPLETION: Complete delivery of the ordered quantity in full shall NOT EXCEED FIVE (5) BUSINESS DAYS after notification to deliver, unless otherwise specified. 12. DELIVERY CONFIRMATION: The Contractor shall obtain a signed delivery ticket at time of delivery as verification of tonnage delivered. V. PRE-BID TELECONFERENCE: A pre-bid teleconference 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. Reference section II QUESTIONS REGARDING THIS INVITATION FOR BID VI. 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. Payment will be made via check, ACH, or EDI. Payment may also be made via P-Card for invoices within the P-Card limit if the Contractor accepts the State's Small Purchase Charge Card. For questions about eVA please contact eVA Customer Care center at eVACustomerCare@DGS.Virginia.gov. For questions about electronic payments please contact DOA at (804) 692- 0473 or via email at: edi@doa.virginia.gov VII. INVOICING: Invoices shall be submitted on a minimum of a weekly and a maximum of a monthly basis 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. No payment will be made for work in progress on the prescribed payment dates. Work completed will be verified in writing by a VDOT Representative and Contractor Foreman on an agreeable format. Virginia Department of Transportation Martinsville Residency 309 Weeping Willow Lane Bassett, VA 24055 VIII. BIDDER'S INSTRUCTIONS and PUBLIC BID OPENING It is the responsibility of the Bidder to ensure the bid and all required attachments are properly completed, readable and uploaded to eVA by the date and time deadline stated on the electronic solicitation posting. Bidders should allow sufficient time to account for any technical difficulties they may encounter during online submission or uploading of documents. In the event of technical difficulties, suppliers should contact eVA Customer Care at 1-866-289-7367 or via email at eVACustomerCare@DGS.Virginia.gov. 2. PUBLIC BID OPENING: Bids will be opened at the time stated on the reminders page of the electronic posting of this solicitation, and their contents per the Virginia Public Procurement Act and Commonwealth of Virginia Vendors Manual, will be made public for the information of bidders and others interested. The bid opening will begin promptly at the time indicated. At the start of the conference the VDOT Representative will conduct a roll call to identify the individuals participating on the call. Participants will be requested to provide their individual names, company and contact information during the roll call. 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. The provisions of 2.2-4342 of the Code of Virginia, as amended, shall be applicable to the inspection of bids received.