Statement of Work Trash Pick up and Removal for Delaware County Revision of TABLE OF CONTENTS

Transcription

1 Statement of Work Trash Pick up and Removal for Delaware County Revision of TABLE OF CONTENTS 1. General Information A. Purpose and Overview B. Inspection 2. Scope of Work A. Description B. Type, Location, and Quantity of Work C. Basis of Payment D. Global Position System Equipment Requirement 3. Standard Specifications for Mowing A. General Requirements B. Personnel Requirements C. Work Schedule D. Disposal Site Requirement E. Equipment F. Work Zone Traffic Control Requirements (WZTC) G. Evaluation of Work H. Invoice and Billing Instructions I. Damages to Highway Appurtenances J. Liquidated Damages K. Strategic Environmental Management Program (SEMP) Requirements 4. Attachments Attachment A, Roadside Activity Report (M-609) Attachment B, Confirmation of Service Report (OS-501) Attachment C, List of Vehicles and Equipment Attachment D, Tabulation of Quantities Attachment E, Figure A 1

2 1. General Information A. Purpose and Overview The Pennsylvania Department Of Transportation, hereafter referred to as PennDOT, requires roadside trash pick up and removal services within the guidelines described in Chapter 13 of PennDOT s Maintenance Manual Publication 23 (Pub 23) and this Statement of Work. Pub 23 is available on PennDOT s website at at the Forms, Publications & Maps page. Work is to be performed in PennDOT District 6-0 (the District), along State Roadways in Delaware County. The services provided shall be consistent with standard operating procedures and applicable Federal, State, Local laws, rules, and regulations for the protection of public health and the environment and includes following OSHA safety requirements. Roadside Trash Pickup and Removal is an essential maintenance activity which contributes to motorists safety, sign visibility, vegetation control and roadside appearance. Trash Pick up and Removal must be routinely performed year round on state highways. The District s project manager for this contract will be the District Roadside Specialist Supervisor (DRSS). The contract initial validity period shall be for 1 year. Refer to the contract terms and conditions for renewal options. B. Inspection Bidders are required to prepare Attachment C, List of Vehicles and Equipment, and submit this document to the Purchasing Agent within 3 business days of notification of apparent low bidder status. After the bid opening and prior to award, the apparent low bidder shall demonstrate to the DRSS that the equipment proposed for use in meeting the requirements of the contract is of sufficient capacity and quantity, and that all such equipment is in good working order. Additionally, the apparent low bidder may be asked to demonstrate that the personnel employed for the purpose of providing the services required by the contract are sufficiently trained to operate the Contractor s proposed equipment fleet. The demonstration will also include equipment and personnel needed for compliance with traffic safety requirements as defined in the current version of PennDOT Publication (Pub) 213. Within 10 calendar days of the bid opening, the DRSS will notify the apparent low bidder regarding the time and location of the demonstration. DRS will schedule date and time the equipment inspection within thirty day(30) days of vendors notification. PennDOT will provide the contractor written communication regarding the outcome of the equipment demonstration. At the discretion of the DRSS, the apparent low bidder may be provided with up to five (5) additional calendar days after an initial, unsuccessful demonstration of equipment and personnel acceptability to prepare for and satisfactorily complete a second demonstration. If the apparent low bidder fails to demonstrate the acceptability of its equipment and/or personnel, the apparent low bidder will be deemed nonresponsive and not responsible and its bid will be rejected. The contract will then be awarded to the next lowest responsive and responsible bidder that successfully demonstrates the acceptability of its equipment and personnel. If changes to equipment and/or personnel are made after the award, the Contractor may be asked to t successfully demonstrate the acceptability of the equipment and/or personnel as specified above. At the inspection, the M21-18 (Litter Crew Ahead) sign will be inspected to see if meets the requirement of Pub

3 2. Scope of Work A. Description The work authorized by and within the scope of this contract consists of satisfactorily furnishing all specified equipment, supplies, personnel, and safety equipment, and utilizing appropriate workmanship and management practices, as necessary, for trash pick up and removal on state roadways. B. Type, Location, and Quantity of Work The estimated hours are shown on Attachment D, Tabulation of Quantities. All inquiries shall be directed to the Purchaser. PennDOT reserves the right to modify without limitation the estimated number of hours as necessary for any reason including, but not limited to, available program budgets, annual trash pickup and removal schedules, construction projects or weather constraints. C. Basis of Payment Payment for the Trash Pick up and Removal will be based upon man hours. Mobilization is incidental to this item. All costs associated with maintenance and protection of traffic are considered incidental to the cost of Trash Pick-up and Removal, except when work is being performed on Freeways and Expressways. Payment for the Shadow Vehicle with Attenuator and Operator, Yellow Light and/or Arrow Panel, only when utilized on Freeways and Expressways, will be based upon hours. D. Global Position System Equipment Requirement An Automated Vehicle Location (AVL) Global Positioning System (GPS) unit or a Smart Phone Mobile Application must be provided for each crew whenever work is conducted under this Purchase Order. This device will be used to verify the hours worked and work locations visited by each crew. Either of the above systems shall be capable of producing a daily report that shall include the following at a minimum: 1. Date 2. Truck identification number(s) 3. Description of Crew (Crew Type) 4. Work location(s) including: GPS coordinates Time spent at each location Address or roadway name. A daily GPS report shall be attached to each corresponding M-609 Form when submitted for PennDOT review, and included with the OS-501 Form (See Invoice and Billing Instructions below). 3

4 3. Standard Specifications for Trash Pickup A. General Requirements This work is the removal and disposal of all litter and debris four inches and larger in size from all areas within PennDOT s right of way. This work will take place as directed by the DRSS or designee on an as needed basis. Trash and debris removal will encompass all shoulders, medians, ramps, interchanges and bowl areas. All trash and debris collected must be placed in trash bags, where possible, and disposed of. Disposal costs are considered a non-billable incidental expense. Provide one (1) complete five (5) person crew to safely and efficiently remove and dispose of all litter and debris four inches and larger from all areas as directed. Ensure all equipment used for this item is licensed, insured, and registered in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract. Ensure all personnel operating equipment are licensed and insured in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract. One complete crew consists of the following equipment: 1. One truck capable of transporting the crew with 12 cubic yard minimum capacity (this can be a combination of a truck and trailer), a roof mounted amber emergency rotating or flashing light, a TRASH CREW AHEAD" (refer to attachment E) sign mounted on the rear, and a tarp. After trash is put into the truck or trailer, cover the trash with a tarp to ensure that no material falls out during transportation. 2. Provide five (5) laborers to pickup trash and debris from the areas within the PENNDOT Right Of Way. Designate one of the laborers as the foreperson. ANSI class 2 safety vest, hard hats and leather boots must be worn by all crew members. Provide trash bags and gloves for entire crew and a cellular phone to the designated foreperson and provide the PennDOT Roadside Unit with the cellular phone number. 3. Provide five (5) spring loaded Reacher/Grabbers a minimum of 32 inches long and constructed of an Aluminum shaft capable of removing litter, or, an acceptable alternative as approved by the DRSS or designee. Remove and dispose of all litter and debris four (4) inches and larger in size from all areas within PennDOT s right of way, as directed by the DRSS or designee. Highway mileposts, interchanges or other physical landmarks may be used to designate starting and stopping points. Objects that require the efforts of more then the entire crew to lift onto the truck can be left in place where discovered. Notify the DRSS within 24 hours of encountering such objects. Do not disturb any steel drums or other types of sealed containers which might contain solid, liquid, or gaseous chemical wastes, hospital wastes or infectious wastes. Notify the DRSS or designee if any such material is discovered. If a large object is in the path of the crew s trash truck on the shoulder, pick the object up, and dispose of it as if it was removed from the area beyond the edge of shoulder. B. Personnel Requirements The Contractor shall assign one of it s employees to serve as the Contract Representative. The Contract Representative will be the Contractor s sole contact person designated to interact and communicate with PennDOT on all contract-related activities and issues (e.g. scheduling, programming, etc.). The Contract Representative shall have the authority to make all contract-related decisions, and shall be proficient in English. The Contractor shall notify the DRSS immediately, in writing, of any change involving the individual acting as Contract Representative. The Contractor shall equip its Contract Representative with a cellular telephone for use in communicating with the DRSS. The DRSS may require each crew foreman to or call each workday morning to report work locations. 4

5 No Subcontracting allowed. If contract renewals apply, the following information shall be supplied to the DRSS and updated by the Contractor prior to February 1 of each renewal year: Contact information, including name, title, cell phone number, office phone number, and address; for the following people: Contract Representative Emergency Contact Crew Members (with assigned work area and equipment) C. Work Schedule On the Monday of the week prior to a scheduled work week, the DRSS or designee shall submit to the contractor a weekly work schedule for their crew to perform work. The DRSS will provide necessary contact information to the Contractor at the pre-service meeting. The Contractor may be asked to report work status (i.e. working/not working) to the DRSS, by telephone, each day. Trash Pick up and Removal operations may be performed Monday through Friday. The DRSS may authorize work on Saturday and Sunday, as necessary. No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by PennDOT: 1. New Year s Day 2. Dr. Martin Luther King Jr. Day 3. President s Day 4. Memorial Day 5. Independence Day 6. Labor Day 7. Columbus Day 8. Veteran s Day 9. Thanksgiving Day 10. Day after Thanksgiving Day 11. Christmas Day The following Monday will be recognized as the day when no work is to be scheduled for all holidays occurring on a Sunday, and the Friday before will be recognized as the day when no work is to be scheduled for all holidays occurring on a Saturday. During times of inclement weather or special events, the DRSS may postpone work until a more suitable time. D. Disposal Site Requirements At the pre-service meeting, the Contractor will provide the DRSS or designee with a list of disposal sites that the Contractor will be using to dispose of the materials picked up under this contract. Contractor must utilize disposal sites approved and licensed by the Commonwealth of Pennsylvania Department of Environmental Protection. Contractor must notify PennDOT in advance if the contractor wants to add or change it s disposal site(s). 5

6 All Trash disposal costs and fees will be incidental to this service. The contractor must retain receipts showing proof of proper trash disposal. The Contractor must attach receipts showing proof of proper trash disposal to the OS-501s it submits to the DRSS. E. Equipment Contractor shall furnish equipment of the type, configuration, and condition specified, and in the quantity needed to fulfill the terms of the contract. Contractor shall maintain this equipment as necessary to keep it in good operating condition, subject to review and acceptance by PennDOT, before and during its use in connection with this work. The company name and contact information shall be clearly displayed and visible on all motor vehicles used on the contract. F. Work Zone Traffic Control Requirements The Contractor shall provide all traffic control setups, shadow vehicles, signage, warning lights, flags, and flashing lights necessary to ensure maximum safety to the public, and exercise all precautions to minimize interference with the normal flow of traffic. The Contractor shall utilize Work Zone Traffic Control (WZTC) measures in accordance with the current version of Pub 213. When working on Freeways and Expressways, the PATA 600 Series of Publication 213 traffic control specifications require that the Contractor utilize Shadow Vehicle with Attenuator, Operator, Yellow Light and/or Arrow Panel. The Contractor shall utilize Work Zone Traffic Control (WZTC) measures in accordance with the current version of Pub 213. Contractor shall not close any lanes of travel without the specific approval of the DRSS or designee. The contractor is required to submit the appropriated WZTC figures from Pub. 213 to be deployed on a daily basis for all state roads in Delaware County five(5) day prior to the Pre-Service. Contractor shall insure that all motor vehicles utilized for work under this contract are equipped with a copy of the appropriate and applicable Pennsylvania Typical Application traffic control drawings for use/reference by the Contractor's staff when setting up WZTC. Contractor shall not close any lanes of travel without the specific approval of the DRSS or designee. Should the length of operations become excessive, or if interruptions of traffic become too frequent, the Contractor shall cease all operations in the area until necessary remedial action has been taken as directed by the DRSS. Ensure all existing traffic lanes remain open during non-working hours. G. Evaluation of Work The work of any trash pick up and removal crew is subject to inspection by PennDOT at any time. Unannounced inspections of trash pick up, removal and disposal operations may be performed by the DRSS or a designee. The DRSS will have the authority to stop trash pick up, removal and or disposal operation being performed under this contract at any time and for any reason. Deficiencies found during an inspection shall be corrected, at no cost to PennDOT, before the trash pickup and removal operation resumes. 6

7 H. Invoice and Billing Instructions The Contractor shall complete a Roadside Activity Report (Form M-609) at the completion of each day s trash pick up and removal work. The schedule for submission of the M-609 will be established during the pre-service meeting. M-609 Forms that include hourly items shall be submitted with a corresponding daily GPS log to verify both start/stop times and work. A completed Confirmation of Services Form (Form OS-501), as well as all related M-609 s with the corresponding GPS Daily Reports for the hourly item shall be submitted by the Contractor to the DRSS, for review and verification, on a monthly basis. The DRSS will notify the Contractor if corrections are needed. Each Form OS-501 shall be itemized, include sufficient detail, and reflect the line items on the Purchase Order. Untimely or incomplete submissions of Form OS-501 and required supporting documentation (including M-609s) may delay processing of a proper invoice as required by the Payment section of the Terms and Conditions. Invoices shall be submitted by the Contractor on a monthly basis. For further instructions regarding invoicing see the Billing Requirements section of the Terms and Conditions. PennDOT reserves the right, throughout the life of the contract, to make changes to Forms M-609 and/or OS-501, including their instructions, content, and all other requirements. I. Damages to Highway Appurtenances The Contractor shall exercise every precaution to ensure that trash pickup and removal operations do not result in damage to any highway appurtenances. Examples of such appurtenances include, but are not limited to, the following: guiderail, signs, delineators, structures, desirable plants, ornamental plantings or beds, roots, basal areas, branches of existing trees, etc. Where damage occurs as a result of field operations, the Contractor shall contact the DRSS immediately. The Contractor is liable for the repair or replacement of damaged items, as necessary to restore the damaged item to an equal or better condition, at no additional cost to PennDOT. Damage not repaired by the Contractor within 30 calendar days of notification, will be repaired by PennDOT and the total cost will either be invoiced or deducted from monies due or to become due to the Contractor. J. Liquidated Damages Liquidated Damages will be assessed in accordance with the Terms and Conditions. Additionally, liquidated damages will be assessed if any requested changes to the Contractor s equipment and/or personnel are not made within five (5) calendar days of receipt of written notice from the DRSS. K. Strategic Environmental Management Program (SEMP) Requirements Before the start of any work, the Contractor must comply with PennDOT s SEMP requirements. Information regarding a particular PennDOT District s SEMP initiative can be found at: After accessing the website, click Maintenance in the menu on the left of the screen, and then click SEMP (environmental program) for Contractors. 7

8 Attachment A, Roadside Activity Report (M-609) 8

9 Attachment B, Confirmation of Services Report (OS-501) 9

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13 Attachment C, List of Vehicles and Equipment This page is to be completed and returned within 3 days of notice of apparent low bidder status. License or Identification Number Purpose Type of Vehicle or Equipment Capacity/ Size For PennDOT Use Only Equipment Provided At Demonstratio Comments n (Pass/Fail) The Contractor hereby verifies that all vehicles and equipment in the above table as submitted with the bid is adequate and necessary for the contract maintenance work and all listed vehicles and equipment will be available at the initial demonstration. Completed By: Date: Name of Company: Service: For PennDOT Use Only: oinitial or Second Demonstration: Date of Demonstration: olocation of Demonstration oby: ooverall Demonstration (Pass/Fail): odemonstration Notes: 13

14 Instructions On Completing List of Vehicles and Equipment Form Attachment C: a) List Only the Vehicles and Equipment that will be used for operations under this Contract, including Work Zone Traffic Control Vehicles and Equipment. b) Vehicles and equipment utilized for operations under this maintenance contract work must meet the requirements as described in the contract specifications and the laws and regulations of Pennsylvania. c) All vehicles and equipment in the above table shall be inspected and approved by PennDOT during the demonstration(s). d) Where a Contractor intends to rent vehicles and equipment, the identification number or license number on the table above may be provided at the time of the initial demonstration; however, all remaining information for the rented vehicles and equipment must be provided in the table above with the bid, and a copy of the rental agreement must be attached to the Roadside Equipment Inspection Form at time of original submittal. If the rental agreement is for multiple pieces of equipment, Contractor shall highlight the items that will be used for operations under this Contract e) Where a Contractor intends to purchase vehicles and equipment, the identification number or license number on the table above may be provided at the time of the initial demonstration; however, all remaining information for the purchased vehicles and equipment must be provided in the table above with the bid, and a copy of the purchase agreement must be attached to the Roadside Equipment Inspection Form at time of original submittal. If the purchase agreement is for multiple pieces of equipment, Contractor shall highlight the items that will be used for operations under this Contract. f) The Contractor agrees to maintain and, as applicable, update this list of all vehicles and equipment after start of work for the duration of the contract. g) This Roadside Equipment Inspection Form Attachment is to be completed and returned within 3 days of notice of apparent low bidder status. 14

15 Attachment D, Tabulation of Quantities Summary of Bid Items Item Number Description of Item Estimated Quantity 1 Trash Pick up and Removal Shadow Vehicle with Attenuator, Yellow Light and/or Arrow Panel 140 Unit of Measure Hour Hour 15

16 Attachment E, Figure A 16