Statement of Work Tree Planting Services 202 Parkway, Montgomery County SPECIAL PROVISIONS Governing Specifications Service Requirements Purchase Order Validity Period Option to Renew Option to Extend Estimated Quantities Subcontracting Contract Representative Work Zone Traffic Control Requirements (WZTC) Work Schedule and Work Schedule Requirements Evaluation of Work Property Damage Pre-Service Meeting Invoice and Billing Instructions Spill Plan & Spill Kit Strategic Environmental Management Program (SEMP) PAY ITEMS: Item 1: Tree Planting Item 2: Period of Plant Establishment ATTACHMENTS Attachment 1, Contractor Information Form Attachment 2, Confirmation of Service Form, OS-501 Attachment 3, Roadside Activity Report, M-609 Attachment 4, Landscape Planting Plan, Route 6202 Section 711, Sheets 1-3 Attachment 5, Bracing and Planting Details (RC-91M), Sheets 1-2 Attachment 6, Period of Plant Establishment Specification Attachment 7, Sample Plant Establishment and Replacement Schedule Revision of 12/13/2016 1
SPECIAL PROVISIONS GOVERNING SPECIFICATIONS The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Tree Planting Services along the 202 Parkway in Montgomery County for the Pennsylvania Department of Transportation (hereinafter referred to as PennDOT). These services are to be performed in accordance with this Statement of Work and PennDOT Publication 23 Maintenance Manual, Chapter 13. A copy of PennDOT Publication 23 can be found at: http://www.penndot.gov/ To access program requirements on the website, select 'Forms, Pubs, & Maps'. Then click on the Search button and type in 'Pub 23' in search field, and select the magnifying glass. In the event there is a conflict among the documents comprising this Contract, the Commonwealth and the Contractor agree on the following order of precedence: the Contract; the IFB; and the Contractor's Bid in Response to the IFB. Prior to the bid, all questions shall be directed to the Purchaser. The District s project manager for this contract will be the District Roadside Specialist Supervisor (DRSS) or designee. SERVICE REQUIREMENTS This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for efficient tree planting services under this contract. In addition, the Contractor shall furnish all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the successful completion of the 12-month Period of Plant Establishment (See Attachment 6). Work is to be performed along the 202 Parkway in Montgomery County in PennDOT District 6-0 (the District). 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, including following OSHA safety requirements. PURCHASE ORDER VALIDITY PERIOD The initial validity period will be two (2) years. OPTION TO EXTEND The Department reserves the right to extend a purchase order for up to three (3) months upon the same terms and conditions. ESTIMATED QUANTITIES All quantities are estimated and the Department reserves the right to increase or decrease these quantities based upon need. SUBCONTRACTING Subcontracting is not permitted under this contract. CONTRACT REPRESENTATIVE The Contractor shall assign one of its employees to serve as the Contract Representative. The Contractor's Contract Representative will be the Contractor s sole contact person designated to interact Revision of 12/13/2016 2
and communicate with the Department on all contract-related activities and issues. The assigned Contractor Representative must be proficient in the English language. The Contractor shall provide the Department with its Contract Representative's contact information including name, title, cell phone number, and email address. The Contractor's Contract Representative shall have the authority to make all contract-related decisions. The Contractor shall notify the Department immediately, in writing, of any change involving the individual serving in this position. The Contractor must complete and submit the attached Contractor Information Form (Attachment 1) to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status. WORK ZONE TRAFFIC CONTROL REQUIREMENTS (WZTC) The costs of Maintenance and Protection of Traffic as required by Publication 213 for performing work on two-lane and/or two-way highways is considered incidental and will not be paid for separately. A copy of PennDOT Publication 213 can be found at: http://www.penndot.gov/ To access program requirements on the website, select 'Forms, Pubs, & Maps'; In the 'Document Type' field, using the drop down menu, select 'Publication'; In the 'Topic' field, using the drop down menu, select 'Maintenance and Operations'; Select the 'Filter' button; Scroll down to 'Pub 213' and select the link to the document. Conduct Maintenance and Protection of Traffic in accordance with the current version of Publication 213. Provide all traffic control setups, shadow vehicles, signage, warning lights, flags, flashing lights, and any other work zone traffic control equipment required by Publication 213 necessary to ensure the safety of the traveling public and minimize interference with the normal flow of traffic. Contractor shall not close any lanes of travel without prior coordination with the DRSS. With the exception of emergency work, no work will be permitted from 6:00 AM to 9:00 AM or from 3:00 PM to 6:00 PM without written consent of the DRSS. WORK SCHEDULE AND WORK SCHEDULE REQUIREMENTS The crew foreperson must make a call-in (working/not working) to the DRSS or designee each day; this report is to be made by 6:30 AM. At the end of each working day, a call-out must be made to the DRSS or designee each day by 3:30 PM. In all cases, if the DRSS is not available, the Contractor must send the DRSS and designee an email to communicate work status and location. Each daily call-in must include notification if Work Zone Traffic Control (WZTC) measures will be used during the day. If the WZTC requirement changes from what was reported in the daily call-in, the DRSS and designee must be notified immediately by email. Unless otherwise directed by the DRSS or designee, a work shift may begin no earlier than sunrise and end no later than sunset, provided sufficient daylight and/or weather conditions exist to allow for the safe completion of work activities. During times of inclement weather or special events, the DRSS or designee may postpone work until a more suitable time. If requested and/or it is deemed to be in the best interest of PennDOT, the DRSS may allow a revised work schedule. EVALUATION OF WORK The work of the Contractor is subject to inspection by PennDOT at any time. Revision of 12/13/2016 3
Unannounced inspections of tree planting operations may be performed by the DRSS or a designee. Deficiencies found during an inspection shall be corrected, at no cost to PennDOT, before the tree planting operation resumes. The DRSS will have the authority to stop work being performed under this contract at any time and for any reason. PROPERTY DAMAGE The contractor shall repair or replace any PennDOT property, or private property, damaged during both the initial planting, and also during work activities associated with the Period of Plant Establishment operations, at no additional cost to PennDOT. Contractor must address verification of damage immediately upon notification. If liable for repairs or replacements, Contractor must initiate remedy work immediately. The DRSS shall be copied on all damage investigation & repair/replacement correspondence. PRE-SERVICE MEETING The DRSS will contact the Contractor to schedule a Pre-Service Meeting after the purchase order is issued. The Pre-Service Meeting will be held at the PennDOT District 6-0 Office at 7000 Geerdes Blvd., King of Prussia, PA 19406. The contractor will have seven (7) calendar days to be ready to start work after the Pre-Service Meeting is held. INVOICE AND BILLING INSTRUCTIONS The Contractor shall complete a Roadside Activity Report (Form M-609; See Attachment 3) at the completion of each day s work. The schedule for submission of the M-609 will be established during the pre-service meeting. For Item 1, "Tree Planting of Hybrid Eastern Red Cedar", a completed Confirmation of Services Form (Form OS-501; See Attachment 2), as well as all related M-609 s shall be submitted by the Contractor to the DRSS, for review and verification, upon completion of work. For Item 2, Period of Plant Establishment, quarterly submission (every three months) of a Confirmation of Services Form (Form OS-501; See Attachment 2) is required. The Contractor shall submit a completed Confirmation of Services Form with three individual month s M-609 forms, which shall correspond to the work proposed on the Plant Establishment and Replacement Schedule. The OS-501 Form shall be itemized, include sufficient detail, and coordinate with 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. 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. The Contractor shall submit a commercial invoice to the address shown on the first page of the Purchase Order. The Contractor's invoice must reflect the items and descriptions shown on the Purchase Order and include the purchase order number, item numbers, unit prices, date of service, a description of the work performed, and all other information as required by the Terms and Conditions. SPILL PLAN & SPILL KIT Contractor must submit a Spill Plan to the DRSS at the Pre-Service Meeting. The plan shall detail the steps that will be taken to contain any and all fluids and material that may accidentally be discharged by any of the equipment. In addition, the plan shall provide direction to the crew on the cleanup and disposal Revision of 12/13/2016 4
process of any/all leaked contaminants or material. If an environmental remediation company will be utilized, the name of the company and contact must be supplied. Contractor must equip each crew with a Spill Kit. The Contractor's Spill Kit(s) must be presented to the DRSS at the Equipment Inspection. The Spill Kit must be capable of containing any and all fluids and material that may accidentally be discharged by any of the Contractor's equipment to prevent the discharge from entering any inlets or water ways. Contractor will check the spill kit on a monthly basis throughout the term of the contract to insure it is complete and functional. Both the Spill Plan and the Spill Kit shall be kept in one work vehicle assigned to this contract at all times. STRATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM (SEMP) PennDOT has implemented a Strategic Environmental Management Program (SEMP) which complies with the ISO 14001:2004 standard. As part of SEMP, the Commonwealth of Pennsylvania has established a Green Plan Policy that can be found at: www.dot.state.pa.us To access program requirements on the website: Type in 'SEMP' in search field, and select the magnifying glass. Then select Pollution Prevention' and review site. The Green Plan Policy is designed protect the environment, conserve resources and comply with environmental laws and regulations. The Contractor shall ensure that its personnel are aware of the Commonwealth of Pennsylvania s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do. PAY ITEMS Item 1: Tree Planting of Hybrid Eastern Red Cedar DESCRIPTION: This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for efficient necessary tree planting services under this contract. Trees shall be installed according to the "Landscape Planting Plan, Route 6202, Section 711, Sheets 1-3 (Attachment 4), and Bracing and Planting Details RC-91M, Sheets 1-2 (Attachment 5). Tree planting locations shall be staked out in the field by the DRSS prior to planting; no planting shall take place until written approval has been given by the DRSS or designee. PennDOT reserves the right to make minor field adjustments to planting locations in any area on the north side of the road, within the limits shown on the landscape plan (Attachment 4). Overgrown weeds and brush that have occurred in the proposed planting areas since construction was completed will be removed by PennDOT prior to planting. With the exception of the eight (8) trees shown on Sheet 1 of 3 @ STA 200, all trees will be planted in areas that were cleared, grubbed, graded and seeded during the original construction project (See revised Attachment 4). The eight (8) trees in question will be planted in a location that was undisturbed by the construction project. Commented [AD1]: Planting clarification #1 Commented [AD2]: Planting clarification #2 Commented [AD3]: Commented [AD4]: Commented [AD5]: Planting clarification #3 Commented [AD6]: Planting clarification #4 Revision of 12/13/2016 5
All plant material, soil supplements, mulch and other required material shall be furnished and installed in accordance with Publication 408, Section 808, Plants Planting and Transplanting. PAY ITEM, UNIT OF MEASURE: Each Item 2: Period of Plant Establishment DESCRIPTION: This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the successful completion of the 12-month Period of Plant Establishment (See Attachment 6). Contractor shall submit a Plant Establishment and Replacement Schedule (See Attachment 7) to the DRSS at the Pre service Meeting, which shall include, but not be limited to: monthly schedule, specific work items planned, and anticipated date of completion. Tree installation work shall not begin until the DRSS notifies the Contractor of the acceptance of the Plant Establishment and Replacement Schedule in writing. Upon completion, the Contractor shall notify the DRSS and request a final inspection. Within 5 days notice of the final inspection request, the DRSS shall complete a final inspection. If the project is accepted by the DRSS, the Contractor will be notified within 2 days of the final inspection in writing, and the twelve (12) month Period of Plant Establishment shall begin. If the project is not accepted by the DRSS, the Contractor will be notified within 2 days of the final inspection in writing, and a list of deficient items will be identified. Upon receipt, the Contractor shall provide a corrective action plan and schedule to address deficiencies within one (1) week. Payment for this item shall be made in quarterly (every three months) payments, which shall correspond to the date of project acceptance, and the tentative final date of Period of Plant establishment completion. PAY ITEM, UNIT OF MEASURE: Monthly Revision of 12/13/2016 6