TEXAS DEPARTMENT OF TRANSPORTATION TRAFFIC CONTROL SERVICES PUBLICATION

Transcription

1 TEXAS DEPARTMENT OF TRANSPORTATION SPECIFICATION NO. TRAFFIC CONTROL SERVICES PUBLICATION This specification is a product of the Texas Department of Transportation (TxDOT). This specification may not be sold for profit or monetary gain. If this specification is altered in any way, the header, and any and all references to TxDOT must be removed. TxDOT does not assume nor accept any liability when this specification is used in the procurement process by any other entity. 1. SCOPE: This solicitation is to provide traffic control services. Service shall include the provision of all materials, equipment and labor necessary to safely route traffic through highway construction and TxDOT maintenance work zones. Locations are shown on the solicitation. 2. DEFINITIONS OF TERMS AND ACRONYMS 2.1. ABCAC - Associated Builders and Contractors, Austin Chapter 2.2. AFAD Automated Flagger Assistance Devices (AFAD) 2.3. ANSI American National Standards Institute 2.4. ATSSA American Traffic Safety Services Association 2.5. CEI Certified Employee Instructor 2.6. CREW A crew shall consist of the number of trained crewmembers required under the traffic control plan being used at any site. Extra crewmembers may be required, dependent upon the configuration of a specific roadway CWZTCD Compliant Work Zone Traffic Control Device List 2.8. DUI Driving Under the Influence 2.9. DWI Driving While Intoxicated EMERGENCY - An emergency is defined as an unforeseeable event which presents a threat to the safety of the traveling public or poses a risk of incurring financial or operational damage to agency assets and equipment FIT Flagger Instructor Training * This Specification Supersedes Specification No. TxDOT , Revised January

2 2.12. FLSA Fair Labor Standards Act NHI National Highway Institute NSC National Safety Council PM Project Manager POC Point of Contact TCP Traffic Control Plan TCS Traffic Control Supervisor TCT Traffic Control Technician TEEX Texas Engineering Extension Service TxDOT Texas Department of Transportation TMUTCD Texas Manual on Uniform Traffic Control Devices for Streets and Highways UTADED University of Texas Arlington, Division for Enterprise Development 3. APPLICABLE LAWS AND STANDARDS: The vendor shall provide the specified service requirements in accordance with all applicable federal, state and local laws, standards and regulations necessary to perform the services, including, but not limited to: 3.1. Texas Department of Transportation Standard Specifications for Construction and Maintenance of Highways, Streets and Bridges For a copy of this publication, refer to the link below: TMUTCD, Part VI Standards and Guides for Traffic Controls for Street and Highway Construction, Maintenance, Utility, and Incident Management Operations. For a copy of this publication, download from the link below: Texas Department of Transportation Traffic Engineering Standard Sheets, Traffic Control Plan Standards (TCPs), latest revision. For a copy of this publication downloadable from the link below: Texas Department of Transportation CWZTCD List. For a copy of this publication download from the link below :

3 3.5. Texas Transportation Code, Chapter 521, Section SPECIFICATION NO. 4. RESPONDENT QUALIFICATIONS: The respondent shall: 4.1. Be a company engaged in the business of providing traffic control services for a minimum of three years within the last five years. Recent start-up businesses do not meet the requirements of this solicitation. NOTE: A start-up business is defined as a new company that has no previous operational history or expertise in the relevant business and is not affiliated with a company that has that history or expertise. Two companies are affiliated if the two companies have a common parent company or if one is the parent or subsidiary of the other Have a minimum of three years experience within the last five years providing all requirements for traffic control services. Experience shall include but not be limited to managing and providing field personnel and equipment. NOTE: Field experience in traffic control services as a supervisor, in lieu of business experience, is not acceptable, and will not be considered. TxDOT will be the sole judge of whether or not a company demonstrates acceptable experience Be in good financial standing and current in payment of all taxes and fees such as state franchise fees. TxDOT reserves the right to request a copy of the respondent s audited or un-audited financial statement. TxDOT may request a statement from the president, owner or financial officer on company letterhead certifying that the company is in good financial standing, current in payment of all taxes and fees When financial statements are requested, TxDOT will review the respondent's audited or un-audited financial statement in accordance with Texas Government Code, Title 10, Subtitle D, Section to evaluate the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service required in the solicitation. TxDOT will be the sole judge in determining the sufficiency of the respondent's financial resources and ability to perform the contract or provide the service. Factors to be reviewed include: Balance sheets Net working capital Current asset ratio Liquidity ratio Auditor(s) notes. 3 18

4 Any notes to the financial statements. 5. RESPONDENT REFERENCES: The respondent should submit a minimum of three references to substantiate the qualifications and experience requirements for similar services completed for three years within the last five years. References shall illustrate respondent s ability to provide the services outlined in the specification. References shall include name, point of contact, telephone number, and dates services were performed. The response may be disqualified if TxDOT is unable to verify qualification and experience requirements from the respondent s references. The response may be disqualified if TxDOT receives negative responses. TxDOT will be the sole judge of references (Ref. Respondent References) 6. KEY PERSONNEL QUALIFICATIONS: All respondent personnel shall be certified by TEEX, ATSSA, CEI, NHI, NSC, ABCAC or UTADED. For Para. 6.1., 6.2. and 6.3.,the respondent shall provide the following key personnel:: 6.1. PROJECT MANAGER: Shall: Have a minimum of two years experience within the last five years, in supervising field personnel during lane closure(s), traffic control and flagging services Have training and certification in lane closures(s), traffic control and flagging services Be certified by completing the courses meeting the current or most recent prerequisites listed below in the table below: Certifying Entity Course Prerequisite ATSSA Traffic Control Supervisor passage of Traffic Control Technician (TCT), one reference documenting 4,000 supervisory hours for certification TEEX Work Zone Traffic Control TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic control, as well as TEEX prerequisite, HWS002. Work Zone Traffic Control and Qualified Flagger NHI Design and Operation of Work Zone Traffic Control, Work Zone Traffic Control for Maintenance Operations TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic. Maintenance of Traffic for Technicians Maintenance Training Series: Basics of Work Zone Traffic Control UTADED Traffic Control Supervisor TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic control Work Zone Traffic Control and 4 18

5 Qualified Flagger Temporary Traffic Control 6.2. SUPERVISOR: Shall: Have a minimum of two year as experience supervisor within the last three years, in supervising field personnel during lane closure(s), traffic control and flagging services Have training and certification in lane closure(s), traffic control and flagging services procedures Be certified by completing the courses meeting the current or most recent prerequisites listed in the table below: Certifying Entity Course Prerequisite ATSSA Traffic Control Supervisor passage of Traffic Control Technician (TCT), one reference documenting 4,000 supervisory hours for certification TEEX Work Zone Traffic Control TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic control, as well as TEEX prerequisite, HWS002. Work Zone Traffic Control and Qualified Flagger NHI Design and Operation of Work Zone Traffic Control, Work Zone Traffic Control for Maintenance Operations TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic. Maintenance of Traffic for Technicians Maintenance Training Series: Basics of Work Zone Traffic Control UTADED Traffic Control Supervisor TxDOT prerequisite: one reference documenting experience of 4,000 supervisory in flagging and traffic control Work Zone Traffic Control and Qualified Flagger Temporary Traffic Control Have knowledge in regard to the requirements of the TMUTCD CERTIFIED EMPLOYEE INSTRUCTOR: Shall: Be a regularly employed CEI, who has been employed by the vendor for a minimum of one year as a certified flagging and work zone traffic control 5 18

6 instructor by ATSSA,TEEX, NHI, NSC, ABCAC or UTADED, at the time of the response Been certified by meeting the current or most recent prerequisites listed below: Certifying Entity Course Prerequisite ATSSA TCT Traffic Control Technician No prerequisite course, must provide two references documenting 2,000 hours of training control. ATSSA TCS Traffic Control Supervisor Prerequisite: Passage of TCT, two references documenting 4,000 supervisory hours for certification ATTSA FIT Flagger Instructor Training Prerequisite: Passage of and certification under TCS. Recertification every three years. TEEX HWS002 Work Zone Traffic Control TxDOT Prerequisite: Two references documenting experience of 2,000 flagging hours. TEEX HWS114 Train the Trainer Flagging TxDOT Prerequisite: Two references documenting experience of 4,000 supervisory hours in flagging and traffic control, as well as TEEX prerequisite, HWS002. TEEX HWS005 Work Zone Traffic Control CEI shall complete refresher (6- hours) or HWS002 (Work Zone Traffic Control refresher 16 hours) NHI Design and Operation of Work Zone Traffic Control, , Work Zone Traffic Control for Maintenance Operations, , Traffic Control: Must provide two references documenting 4,000 hours of traffic control Recertification every three years. NSC Flagger Instructor Training Flagging TxDOT Prerequisite: Two references documenting experience of 4,000 supervisory hours in flagging. Recertification every three years. UTADED Traffic Control Supervisor Flagging TxDOT Prerequisite: One reference documenting experience of 2,000 supervisory hours in traffic control. Recertification every three years. 6 18

7 Certified Instructor TxDOT Prerequisite: Two references documenting experience of 4,000 supervisory hours in flagging LEAD CREWMEMBER: Shall: Have one year of experience within the last two years Be certified by ATSSA, TEEX, NHI, NSC, UADED, NHI or ABCAC in work zone traffic control and flagging FLAGGERS: Shall: Be certified as a flagger and have successfully completed TxDOT approved flagging training by ATSSA, TEEX, NSC, UTADED or ABCADC Flaggers may also be certified by completing a minimum of four hours of training by the CEI prior to working on any TxDOT flagging project TRAFFIC CONTROL TECHNICIAN (TCT): Shall: Have one year of experience within the last two years Be certified as a TCT and have successfully completed by TxDOT approved traffic control training by ATSSA, TEEX, NHI or UTADED LAW ENFORCEMENT PERSONNEL: Shall be certified by meeting the current or most recent prerequisites: Safe and Effective Use of Law Enforcement Personnel in Work Zones All personnel who will be driving to and from TxDOT work locations shall: Possess a valid Driver License acceptable in the state of Texas Have no Driving Under Influence (DUI) or Driving While Intoxicated (DWI) incidents on driving record within the past three years Have no more than two moving violations on driving record within the past three years. 7. VENDOR REQUIREMENTS: The vendor shall: 7.1. Adhere to the TxDOT Terms and Conditions identified on the solicitation Provide a PM that will serve as the primary point of contact Coordinate all work implemented under the purchase order through the designated TxDOT representative. 7 18

8 7.4. Begin work within ten calendar days after issuance of the purchase order or as agreed to by TxDOT and the vendor Conduct driver s license checks annually on vendor staff that drive to and from TxDOT work locations to verify compliance with Para Failure to monitor employee driving records may lead to termination of the purchase order Provide one supervisor for each district, when traffic control crews are working Provide qualified employees. A qualified employee is defined as a person, legally employed in the United States, and has a valid certification issued by ATSSA, TEEX, ABCAC, NHI, NSC or UTADED 7.8. Provide a list of all qualified employees to the designated TxDOT representative prior to beginning any traffic control services. Any modifications to the list shall be provided to the designated TxDOT representative prior to any implementation Any employee fielded by the vendor, but not included on the list provided to TxDOT, will not be allowed on the job site, and vendor shall ensure the employee or contractor not identified on the list leaves the job site immediately The vendor shall replace any disallowed employee with a qualified employee within four hours or less Provide English speaking employees in order to effectively and clearly communicate with the traveling public and the designated TxDOT representative. Should bilingual employees be required, the requirement will be listed on the solicitation document Provide transportation for employees to and from the job site(s) or if a change is made in location during the day. Locations may change during the day and employees may be required to work independently at separate locations Maintain a written or electronic record of all services provided under the purchase order, indicating the date and time of the service, TCP provided, additional flaggers or equipment provided, the name of each employee, the position worked, as identified on the solicitation. At the end of each day, the vendor s Lead crewmember shall provide a TxDOT Form 1257-A, listing the above information for time worked to the designated TxDOT representative. The Form 1257-A will be provided by TxDOT Ensure employees are informed of and meet the following requirements: Employees shall be neatly attired and well-groomed at all times. Employees shall not wear tank-tops, shorts or cutoffs Employees shall not use personal multi-media or communication devices unless issued by vendor for lane closure(s) and traffic control crew communications umbrellas or chairs, during an active order Certified Flaggers shall carry the certification card at all times. 8 18

9 7.13. Provide pricing information based on the following: The unit price shall be by the hour according to Schedule 1 Pricing, and shall include labor, travel time, transportation to and from the job site, provision of equipment, and any incidentals Any extra personnel not listed or required on the TxDOT TCP, will be paid on the line items designated on the solicitation document. NOTE: Extra personnel not required on the TCP, will be identified by TxDOT at the time of call-out. Extra equipment requested by TxDOT which is not required under the TCP will be identified by TxDOT at the time of call-out Optional items listed on the TCP shall not be included in the unit price. If TxDOT calls out multiple jobs using the same TCP(s) at different locations on the same order, TxDOT will pay a continuous hour rate as listed on Scheduling 1 Pricing. If the total order does not exceed four hours, TxDOT will pay a minimum of four hours. If TCP(s) exceed the four hours, TxDOT will pay the actual hours serviced including Set-up and Retrieval TxDOT may rent equipment to monitor its own TCP. If TxDOT requests for rental equipment, vendor shall include the pricing for set-up and retrieval of equipment TxDOT will notify vendor before 3:00 P.M. prior to the day of service for any cancellation Service shall begin when the vendor arrives at the site and begins to set up traffic control or flagging services or both. The order ends when vendor has completed the order, stowed the equipment and is released by TxDOT Provide all labor necessary to implement all traffic control services in compliance with the TxDOT TCP s Pricing for all required and may equipment shall be included on the TCP. All optional items on the TCP shall be paid according to the pricing listed on Schedule 1 Pricing or the Miscellaneous Equipment and Services line on the solicitation. 9 18

10 8. KEY PERSONNEL REQUIREMENTS 8.1. PROJECT MANAGER The PM s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order The PM shall be a permanent staff employee and shall serve as a constant primary point of contact for TxDOT Handle any vendor employee problems which may arise in regard to the vendor s employees or subcontractors SUPERVISOR: The Supervisor s primary responsibility shall be the day-to-day operation of the service in accordance with the requirements of the purchase order. The Supervisor shall: Be a permanent staff employee and shall serve as a POC for each jobsite Be responsible for fielding and supervising all personnel daily Be available to travel to any county within the district requiring supervisory assistance within four hours of a request by the designated TxDOT representative Be available by cellular phone 24 hours per day, seven days per week, to answer any questions, and immediately report any problems which may occur to the designated TxDOT representative Handle any vendor employee problems which may arise in regard to the vendor s employees or subcontractors CERTIFIED EMPLOYEE INSTRUCTOR: Shall: Provide a minimum of four hours of training per each three year period of ATSSA, TEEX, ABCAC, NHI, NSC or UTADED flagging training to ensure all flaggers used on TxDOT projects are qualified to perform flagging duties Ensure all company flaggers are recertified every three years and shall report to the certifying entity to ensure all flaggers are included on the certifying entity s database LEAD CREWMEMBER: Shall: Be responsible for the crewmembers and be present at each site Serve as POC at each job site in the absence of the Supervisor

11 9. SERVICE REQUIREMENTS: The vendor shall implement all traffic control services as needed to assist TxDOT which includes, but shall not be limited to the following: 9.1. Provide traffic control on TxDOT maintained and off-system roadways at the location(s) shown on the solicitation document. The vendor shall contact the designated TxDOT representative if additional information on the work location(s) is required Provide all required traffic control equipment referenced in the TxDOT TCPs, as requested by the district or division requiring the service. Should extra equipment be requested, in excess of the equipment identified on the TCP, vendor will be paid under a separate line item Provide traffic control services within a maximum of 24 hours after notice is provided by TxDOT, unless TxDOT determines that an emergency response is required. The vendor shall respond to the designated TxDOT representative within four hours after notification to confirm location needing traffic control services for specific TCPs Ensure the vendor s employees remain with each lane closure(s), traffic control and flagging services setup at all times to maintain the closure for safe and proper traffic control Provide vehicles that shall: Be in safe operational condition Be clearly marked and identifiable as a vendor s vehicle Arrive at the work location each day, fully fueled to maintain continuous allday operation Be equipped with a working jack, tire tool and a dependable spare tire Be signed as required by the TCP and as requested by the designated TxDOT representative, should the vehicle be used as a pilot vehicle, or be fitted with a channelizing device if used as a shadow vehicle Maintain clean equipment that is easily visible during nighttime closures Provide communication devices that are UHF, with minimum two watts, have a minimum two miles communication distance, eight hours of talk-time, and a spare battery, tested and verified operational prior to lane closure(s) and traffic control assignments. Cellular phones with fully charged batteries and available extra batteries may be used when topography or location inhibits the use of UHF radio communication, without a repeater. If allowed, cellular phones shall be used for business only, to ensure adequate communication between the vendor s personnel and TxDOT in the field. Use of cellular phones for business only, must be pre-approved by the designated TxDOT representative

12 9.8. Provide one extra two-way communication device for the designated TxDOT representative at each job site to enable communications between the vendor s employee(s) and TxDOT. Should cellular phones be used, one extra cellular phone with a fully charged battery and cellular phone battery charger shall be provided to TxDOT Provide a toll free number for complaints filed by the public against the vendor or any employee of the vendor regarding work performed by the vendor under the purchase order. Complaints shall be responded to in writing by the vendor to the complainant within five calendar days of receipt with a copy to TxDOT. The vendor shall provide the toll-free number to TxDOT for referring complaints. The number shall be answered during normal work hours either by vendor employees or an answering machine. Failure to adhere to this requirement will be grounds for cancellation of the purchase order Ensure employees treat the public and TxDOT employees in a courteous and professional manner at all times. The vendor shall remove any employees exhibiting discourteous and unprofessional behavior and shall ensure the employee is not utilized on any other TxDOT job site Provide portable traffic signals which shall: Be in maintained and in good working condition and are approved before use Meet the TxDOT Compliant Work Zone Traffic Control Device List. 10. EMERGENCY CALL-OUTS: Emergency or disaster events may include, but not limited to, the following: Hurricane Tornado Flood Fire Environmental Incident Terrorist Incident Ice The vendor shall be available to respond to an event regardless of location, time of day or day of week Vendor shall begin the service within two hours of verbal response to TxDOT s notification or sooner if possible, dependent upon the location

13 10.4. The vendor shall verbally respond to the designated TxDOT representative within one hour after verbal notification on a needed emergency response. TxDOT will solely determine if an event is an emergency and falls under the above guidelines ICE PLAN: TxDOT, in cooperation with local authorities, may implement an Ice Plan during icing and emergency weather situations. When this service requirement is specified on the solicitation the vendor shall: Provide cones to TxDOT crews for freeway closures during icing conditions Provide a minimum of five each 2-man crews with trucks available to respond immediately upon request by TxDOT to assist with freeway closures. 11. VENDOR PERFORMANCE: Vendor performance will be monitored on a regular basis by TxDOT An unsatisfactory performance determination includes, but is not limited to: Failure to monitor employee s driving records (Ref. Para. 7.5.) One instance within one year of vendor personnel assigned to an authorized service call not having the state license and certification required to and perform the service Removal of three employees at the request of TxDOT, for any reason, during term of service, TxDOT may, at its sole discretion, cancel the purchase order (Ref. Para. 7.9) Failure to provide TxDOT a toll-free telephone number available to the public where complaints can be referred (Ref. Para ). NOTE: Unsatisfactory performance may result in a negative vendor performance report, or cancellation of the purchase order or both An exceptional performance determination includes, but is not limited to: Vendor commended for exceptional customer service, exceptional service provided Providing set-up assistance when not required. 12. PERSONNEL CONTINUITY AND REPLACEMENT TxDOT recognizes that events beyond the control of the vendor such as the death, physical or mental incapacity, long-term illness, or the voluntary termination of employment of the key personnel will require the vendor propose a replacement. In the event such a replacement is necessary, vendor agrees that personnel shall not begin work on the project without prior written approval from TxDOT The key personnel shall remain available for the entire term of the purchase order as long as that individual is employed by the vendor

14 12.3. If TxDOT determines key personnel, vendor employees, or subcontractors are unable to perform in accordance with the service requirements or to communicate effectively, the vendor shall immediately remove that person Proposed replacement personnel shall meet minimum qualifications and have experience comparable to the person(s) being replaced. Replacement personnel shall be provided at no additional cost to TxDOT. Resume(s) and reference(s) may be requested for the proposed key personnel replacement(s). TxDOT may reject any replacement if references or past working performance is questionable or unfavorable. TxDOT will be the sole judge of the qualifications of the proposed replacement personnel. 13. LOCATION(S): Location(s) are specified on the solicitation or Attachment A Locations. TxDOT reserves the right to add or delete facilities serviced under the purchase order. TxDOT will provide 10 buiness days written notice to the vendor for locations to be deleted or of any additional locations requiring service witin the same area or region. 14. VENDOR PERSONNEL SAFETY: The vendor shall provide all required safety equipment and instruct personnel to observe all safety policies, rules and requirements at all times, including, but not limited to: Provide ANSI approved steel-toed footwear and safety hard hats which shall be worn at all times by vendor s employees or subcontractors, or both, in the field Other safety equipment such as eye protection, respirators, and inclement weather gear is recommended, but not required Safety vests shall be ANSI approved, Class II or III reflective vests, which meet or exceed the current or most recent specifications for quality and visibility factors required by TxDOT and the TMUTCD Reflective pants shall be ANSI approved, Class II or III reflective pants, which meet or exceed the current or most recent specifications for quality and visibility factors required by TxDOT and the TMUTCD. 15. SUBCONTRACTING Subcontractors providing service under the purchase order shall meet the same service requirements and provide the same quality of service required of the primary vendor No subcontract under the purchase order shall relieve the primary vendor of responsibility for the services The vendor shall be the only contact for TxDOT and subcontractor(s) The vendor shall manage all quality and performance, project management, and schedules for subcontractors. The vendor shall be held solely responsible and accountable for the completion of all work for which the vendor has subcontracted TxDOT retains the right to check subcontractor s background and make a determination to approve or reject the use of submitted subcontractor(s). Any negative responses may result in disqualification of the subcontractor

15 15.6. TxDOT reserves the right to request the removal of vendor s subcontractor staff deemed unsatisfactory by TxDOT Subcontracting shall be at the vendor s expense During the term of the purchase order, if the vendor determines a need for a subcontractor change, TxDOT shall be notified in writing by the vendor within 10 calendar days of any proposed change. The vendor shall be required to provide references and work history for any proposed subcontractor to TxDOT. No change will be allowed without written authorization by TxDOT SOLICITATIONS OVER $100,000: TxDOT will make an initial determination of whether subcontracting is probable. If TxDOT has determined that subcontracting opportunities are probable, the class and items in which HUBs may be registered will be noted in the solicitation along with the required forms and instructions. Responses that do not include a completed HUB Subcontracting Plan as indicated on the solicitation shall be rejected pursuant to Texas Government Code (B). 16. TRAVEL: All travel and per diem shall be included in the unit price. 17. CONFLICT OF INTEREST: The vendor, vendor s personnel, and vendor s subcontractor(s) shall affirm not to have nor acquire any interest during the term of the purchase order that would conflict in any manner with the performance of its obligations in regard to services authorized. 18. LIQUIDATED DAMAGES: In the event the vendor fails to perform in accordance with the terms of the purchase order, TxDOT may, at its sole discretion, require the vendor to pay damages based on the original amount of the purchase order total. Failure to perform includes, but is not limited to, failure to field crews or employees for scheduled maintenance where state forces are staged and cannot proceed without the service. This provision is not intended as a penalty but as liquidated damages. Liquidated damages shall be calculated as follows: Liquidated damages shall be calculated in accordance with Special Provision for Maintenance and Construction SP , Schedule for Liquidated Damages below: For Dollar Amount of Original Contract Dollar Amount of Daily Contract Administration Liquidated From More Than: To and Including: Damages per Working Day: $0 $100,000 $ , , ,000 1,000, ,000,000 1,500, ,500,000 3,000, ,000,000 5,000, ,000,000 10,000, ,000,000 20,000, ,000,000 Over 20,000,

16 19. INVOICING INSTRUCTIONS: The vendor shall provide: ORIGINAL INSTRUCTIONS: A comprehensive and detailed invoice with reference to the line item on the Schedule 1 Pricing for each item charged. The original documentation that validates the charges shall be attached. The original invoice shall be ed to the address shown on the purchase order to ensure timely payment and shall include the following: Complete purchase order number Vendor Employer Identification Number (EIN) Date and time of service Location of service Type of lane closure(s) and traffic control TxDOT Form 1257-A, signed by the vendor and the on-site designated TxDOT representative, with documentation of purchase order(s), traffic control technician and flagger names, the number of hours worked for each, and any extra equipment or personnel ordered by the district but not included in the TCP used. (Ref. Para ) NOTE: Invoices requiring correction shall be re-submitted with a new invoice date. 20. PAYMENT REQUIREMENTS: Payment will be based on the following: Unit price per hour according to Schedule 1 Pricing No payment will be made for the lane closure(s) and traffic control in questionif the vendor fails to meet specified response time(s) for bid items, or fails to properly follow the requirements contained in the TxDOT TCPs, the vendor will be considered in noncompliance with this specification and the lane closure shall be canceled Standby time, if approved by the designated TxDOT representative will be paid the hourly rate as per the Schedule 1 - Pricing A minimum of four hours will be paid for the order if the vendor is called to the job site, and then released by TxDOT due to TxDOT equipment failure, weather, or other extenuating circumstances beyond the control of the vendor The order will be paid based on the vendor s hourly rate on the Schedule 1 Pricing Since equipment will be paid by line item on the Schedule 1 - Pricing, a minimum charge of four hours will also be paid should the above criteria be met (Ref. Para ) Partial hours will be paid by rounding to the nearest half-hour as shown below: Less than 15 minutes round to zero hours 16 18

17 minutes to 45 minutes (inclusive) round to 1/2 hour Greater than 45 minutes round to 1 hour 21. TxDOT RESPONSIBILITIES: TxDOT will: SPECIFICATION NO Provide a contract manager and a designated TxDOT representative for the vendor to contact with questions after award of purchase order. The contract manager may also function as the designated TxDOT representative Notify the vendor by telephone 24 hours prior to the need for lane closure(s) and traffic control services with confirmation by within two hours. Additionally, if nighttime lane closure(s), traffic control and flagging are needed due to unavoidable delays during the day, the designated TxDOT representative will notify the vendor s POC as soon as possible during the day Provide a designated TxDOT representative for field coordination of the lane closure(s) Provide purchase order via that outlines the location, time and type of lane closure(s) needed, if applicable. The purchase order will contain TxDOT field contacts and telephone numbers Provide TxDOT Form 1257-A. (Ref. Para ) 22. RESPONSE SUBMISSION The following shall be submitted with the response. Failure by the respondent to submit the documentation listed below will disqualify the respondent from further consideration Original, signed, dated, and completed Invitation for Bid (IFB) Schedule 1 Pricing Schedule 2 Respondent Qualifications and Experience Schedule 3 Key Personnel Qualifications and References One PM is required One Supervisor per district is required One CEI HUB Subcontracting Plan (If required on the IFB) The following should be submitted with the response. Failure by the respondent to submit the documentation listed below may disqualify the respondent from further consideration: Respondent References 17 18

18 Certifications for the Project Manager, Supervisor(s), Lead(s) and Traffic Control Technician(s) and Flaggers employed by the respondent at the time of the bid opening. 23. AWARD TxDOT reserves the right to award a single purchase order to the most responsive, responsible respondent meeting the specification. TxDOT may award to a single vendor, multiple vendors, or use any combination that best services the interest of TxDOT TYPES OF AWARD Single Award: One purchase order awarded to a single vendor Multiple Award: A multiple award is the award of multiple purchase orders for the same line item(s) from a single solicitation to two or more vendors to provide the same or similar goods or services. 24. CONTRACT ADMINISTRATION: Administration of the purchase order is the responsibility of TxDOT. TxDOT Procurement Division staff will be responsible for administering the contractual business relationship with the vendor Any proposed changes to work to be performed, whether initiated by TxDOT or the vendor, must receive final written approval in the form of a Purchase Order Change Notice signed by the authorized TxDOT purchasing agent Upon issuance of purchase order, TxDOT will designate an individual to serve as the Contract Manager and point of contact between TxDOT and the vendor. The Contract Manager does not have any express or implied authority to vary the terms of the purchase order, amend the purchase order in any way or waive strict performance of the terms or conditions of the purchase order. This individual s contract management and contract administration responsibilities include, but are not limited to: Monitoring the vendor s progress and performance and ensuring services conform to established specification requirements Managing the financial aspects of the contract including approval of payments Meeting with the vendor as needed to review progress, discuss problems and consider necessary action Identifying a breach of contract by assessing the difference between contract performance and non-performance Other areas as identified by the Comptroller of Public Accounts Contract Management Guide, latest edition