02. SOW_Gilbert Road_Driveway Grade Shale.pdf

STATEMENT of WORK

DELIVER, TAIL-GATE and COMPACT SHALE

GILBERT ROAD

FOREST DISTRICT #2

FRANKLIN COUNTY

I. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources (DCNR), Buchanan State Forest, request services to deliver, tailgate spread, dozer level and roller compact approximately 5,600 tons (or about 4,080 cubic yards) of Driveway Grade Shale to Gilbert Road Located in Franklin County, Letterkenny Township.

Questions regarding the technical aspects of this bid should be directed to Bryan S. Wilford at 717-485-3148 or by email at bwilford@pa.gov. Questions regarding the bidding or contractual aspects of this bid should be directed to Jody Russell, reachable at jorussell@pa.gov or 717-783- 2566.

II. CONTRACT REQUIREMENTS:

The following is a requirement of this bid solicitation. Failure to comply with any of these requirements could result in a non-responsive determination and subsequent disqualification for the Contractor.

A. Reciprocal Limitations Act Form: The Contractor must include with their solicitation response a properly executed Reciprocal Limitations Act form that lists the state of manufacture for any supplies procured with their bid response.

B. Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment, and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal, or quote. Failure to submit a completed Worker Protection and Investment Certification Form may render your submission non-responsive.

III. CONTRACT TASKS:

Project location: Project starts at the intersection of Gilbert Road and Broad Mountain Road, both are State Forest Roads in Letterkenny Township, Franklin County. The project will then continue to follow the Gilbert Road, downhill, and will end at or near the spot where the existing shale ends, and the tar and chip black top (Township Road) begins. Both starting and ending locations will use a minimum 8” deep “paving notch” to “tie-in” with the existing roadway surfaces. Contractor shall display warning signs with language or wording indicating a road work or construction vehicle area ahead.

The following tasks must be completed in performance of the contract:

mailto:bwilford@pa.gov

A. Schedule of Work: The Forest District contacts noted in Section I: Scope of Work will request the Schedule of Work. Within two weeks of said request, the lowest responsive and responsible Contractor must submit a fully executed and signed Schedule of Work to the respective Forest District Contacts.

The Schedule of Work must include:

1. The quarry name and contact information (name, address, phone number, and email address if applicable).

2. The name and contact information of any intended subcontractors (name, address, phone number, and email address).

3. The proposed schedule for the delivery and application of the shale.

Please note that the Contractor will not subcontract with any person or entity to perform all or any part of the work to be performed under this Contract without the prior written consent of the Forest District Contact, which consent may be withheld at the sole and absolute discretion of the Forest District Contact.

B. Materials

The contractor will provide Driveway Grade Shale, that is approved by the Department prior to delivery – 5,600 Tons (about 4,080 cubic yards) of broken shale equals approximately 255 tri-axle dump truck loads.

C. Delivery of Shale

1. The Contractor cannot begin delivery of the shale to the job site until the following three conditions are met:

a) A fully executed Purchase Order is received by the Contractor, and

b) A Schedule of Work has been provided to and approved by the Forest District Contacts, and

c) The Forest District Contacts for the DCNR has given the Notice to Proceed with delivery to the Contractor.

2. Should environmental conditions preclude the start of delivery of shale material, the DCNR may delay delivery until conditions are satisfactory for placement and compaction. Any such delay is at the discretion of the DCNR and will be relayed to the Contractor in writing.

3. Continuous delivery and tailgating of approximately 5,600 Tons (about 4,080 cu yds.) of Department approved shale to Gilbert Road with multiple trucks delivering and keeping pace with the spreading, leveling, shaping, and compacting of the shale. No material can be delivered before 7:30 a.m. or after 3:30 p.m. without written preapproval by the DCNR Forest Contacts. Delivery must be at a rate of 374 tons per day.

4. Delivery must continue on an uninterrupted basis. Any delays in delivery must be immediately relayed to the Forest District Contact.

5. All trucks must be driven by individuals capable of tailgating material on the roadway.

F. Placement and Compaction of Shale

1. Shale is to be placed (spread and shaped) with a D4 steel tracked dozer with a six-way power angle blade or approved equivalent.

2. Material must be placed on average, 8-inches deep and 14-feet wide, or as directed by the DCNR representative throughout the project. Shaping is to provide a centerline crown with a 4% - 6% cross slope.

3. Immediately after final shaping, the shale is to be compacted with a rubber tired, steel drum, 10-ton (minimum) roller.

a) The roller must be equipped with a fully operational as well as properly adjusted drum scraper bars.

b) Use of alternate compaction equipment will be approved only at the discretion of the DCNR.

c) Gilbert Road will be open for public travel at the end of each workday.

G. Use of Roads

1. The DCNR does not guarantee the successful Contractor the use of roads maintained by the PennDOT, townships, or other agencies or owners.

2. The Contractor must contact the PennDOT-posted highway coordinator and/or officials of other roads needed for this project to inquire about possible restrictions, including weight limits, that would prevent or limit use.

3. The Contractor is responsible for obtaining all necessary Road Use Permits and/or any associated bonds from the PennDOT, townships, or other agencies or owners.

IV. PRE-BID CONFERENCE:

A mandatory pre-bid conference will be conducted prior to the bid opening. The pre-bid conference will be held on Friday, February 7, 2025, at 10:00 AM.

Prospective bidders must meet at intersection of Gilbert Road and Broad Mountain Road in Letterkenny Township, Franklin County to discuss job specifications and to tour the job site. All prospective bidders must sign-in to acknowledge attendance.

Contractors may not request an alternate date if unable to attend the scheduled pre-bid conference; all interested Contractors must attend on the noted date and time.

V. CONTRACTOR REFERENCES:

After the bid opening and prior to awarding of the contract, the DCNR has the right to request three (3) references (name, addresses, and telephone numbers) for whom similar work has been performed by the Contractor as proof of qualifications to perform the work involved in this contract. Similar work is defined as the placement and, when applicable, the rolling of at least 6,000 tons of Driving Surface Aggregate,2A aggregate, Trail Surface Aggregate or shale.

References are an optional tool available to the DCNR to help determine bidder capabilities. If any of these references are requested and the bidder cannot supply the necessary documentation and proof of compliance, the DCNR reserves the right to reject the bidder. The decision to both request references or reject bidders based on inadequate reference will be made solely at the discretion of the DCNR.

VI. LIQUIDATED DAMAGES:

If any item is not delivered or performed within the contract specified time limits, the delay will interfere with the proper implementation of the Commonwealth’s programs and utilizing the item, to the loss and damage of the Commonwealth. From the nature of the case, it would be impractical and extremely difficult to fix the actual damage sustained in the event of any such action.

The Commonwealth and the Contractor, therefore, presume that in the event of any such delay the amount of damage which will be sustained from a delay will be $250.00 per day per item, and they agree that in the event of any such delay, the Contractor shall pay such amount as liquidated damages and not as a penalty.

The Commonwealth, at its option, for amounts due the Commonwealth as liquidated damages, may deduct such from any money payable to the Contractor or may bill the Contractor as a separate item. The Commonwealth shall notify the Contractor in writing of any claims for liquidated damages pursuant to this paragraph before the date the Commonwealth deducts such sums from money payable to Contractor. Delivery of an item, which is rejected by the Commonwealth, shall not toll the running of the days for purposes of determining the amount of liquidated damages.

VII. INSURANCE:

The Contractor is required to have in place during the term of the Contract and any renewals or extensions thereof, the following types of insurance, issued by companies acceptable to the Commonwealth and authorized to conduct such business under the laws of the Commonwealth of Pennsylvania:

A. Workmen’s Compensation Insurance for all of the Contractor’s employees and those of any subcontractor, engaged in work at the site of the project as required by law.

B. Public Liability and Property Damage Insurance to protect the Commonwealth, the Contractor, and any and all subcontractors from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the Contract, or the failure to perform under the Contract, whether such performance or non-performance be by the Contractor, by any subcontractor, or by anyone directly or indirectly employed by either. The minimum amounts of coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage. Such policies shall be occurrence rather than claims-made policies and shall not contain any endorsements or any other form designated to limit and restrict any action by the Commonwealth, as an additional insured, against the insurance coverage in regard to work performed for the Commonwealth.

Prior to commencement of the work under the Contract and at each insurance renewal date during the term of the Contract, the Contractor shall provide the Commonwealth with current certificates of insurance. These certificates or policies shall name the Commonwealth as an additional insured and shall contain a provision that the coverage’s afforded under the policies will not be cancelled or changed until at least thirty (30) days written notice has been given to the Commonwealth.

The Commonwealth shall be under no obligation to obtain such certificates from the Contractor(s). Failure by the Commonwealth to obtain the certificates shall not be deemed a waiver of the Contractor’s obligation to obtain and furnish certificates. The Commonwealth shall have the right to inspect the original insurance policies.

A copy of the insurance certificates must be emailed to the Procurement Contact as directed in Section VII: jorussell@pa.gov.

mailto:jorussell@pa.gov

VIII. CONTRACT TERM:

The contract will commence upon receipt of Purchase Order and terminate June 30,2025.

IX. BID AWARD:

Bidder must complete and include the following with the bid response:

A. The electronic Invitation for Bid to be found at www.pasupplierportal.state.pa.us, B. A properly executed Reciprocal Limitations Act form that lists the state of manufacture for any supplies procured.

C. A properly executed Worker Protection and Investment Certification Form.

Bids will be awarded based on lowest total sum.

The contract quantities herein are estimated only and may increase or decrease depending on the needs of the DCNR.

X. PAYMENT TERMS:

Payment will be made upon satisfactory completion of the project for actual services performed.

This contract will be paid by Automated Clearing House (ACH), commonly referred to as direct deposit. Contractor should review Section V.21 CONTRACT-016.2 Automated Clearing House (ACH) Payments (February 2024) of the attached Commonwealth’s Terms and Conditions for complete details and contractor responsibilities.

XI. SERVICE SLIPS:

To ensure prompt payment, the Contractor must provide a service slip(s) to the District Office after the completion of the project.

XII. INVOICES:

Invoice format must be in accordance with the IFB – Invitation for Bid.

All invoices for this contract MUST either be:

A. Emailed to the following for a Paperless Email Invoice Option: Email a copy of the correctly executed invoice to: 69180@pa.gov.

For information the Commonwealth’s E-Invoicing Program, visit:

http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.Vnmr06M06Uk

B. Or mailed to the following address:

Commonwealth of PA – PO Invoice P.O. Box 69180 Harrisburg, PA 17106

All invoices must include the purchase order number. The company name and address listed on the purchase order also must be listed on each invoice. Failure to provide this information may result in a delay of payment.

Please Note: Contractors are reminded to NOT include employer identification numbers, Social Security Numbers, bank account information, or other personally identifiable information on their invoices. That information is uniquely tied to your SAP Vendor Number and, for security purposes, should not be explicitly stated on an invoice.

http://www.pasupplierportal.state.pa.us/ mailto:69180@pa.gov http://www.budget.pa.gov/Programs/Pages/E-Invoicing.aspx#.Vnmr06M06Uk

XIII. RECEIPT AND OPENING OF BIDS:

Bids must be submitted via the PA Supplier Portal, to be found at www.pasupplierportal.state.pa.us. Faxed, emailed, and mailed bids will not be accepted.

No responsibility will be attached to any employee of the DCNR for the premature opening of, or the failure to open, a bid not properly addressed and identified, or for any reason whatsoever.

XIV. BID RESULTS:

Bidder can obtain bid results by accessing www.emarketplace.state.pa.us/. The bids will be posted as soon as practicable following the bid opening. The results are the apparent bidders, and all bids are under review until final award of the purchase order.

Attachments:

Project Location Map Reciprocal Limitations Act Form Worker Protection and Investment Certification Form.

http://www.pasupplierportal.state.pa.us/ http://www.emarketplace.state.pa.us/