02. Statement of Work.pdf

STATEMENT OF WORK

Commonwealth of Pennsylvania

Department of Conservation and Natural Resources Bureau of Forestry

DUMP TRUCK RENTAL

NON-MOTORIZED & MOTORIZED (12 Mile ATV\SNOW CONNECTOR) TRAIL PROJECTS

RECREATION SECTION

CENTRE, CLINTON, LYCOMING, AND POTTER COUNTIES

A. SCOPE OF WORK:

The Commonwealth of Pennsylvania, Department of Conservation and Natural Resources (DCNR), Bureau of Forestry, Recreation Section Trail Crew requires services for the rental of (1) one 6X4 Tandem Dump Truck that meets the specifications that follow:

1. One (1) Tandem Dump Truck (6X4, with 12-16 cu yd. dump body & GVWR of 54,000 - 66,000 lbs.) – Peterbilt 367, Peterbilt 348, Peterbilt 567, Peterbilt 548, Kenworth T480, Kenworth T800, Kenworth T880, Mack Granite 64FR, Freightliner M2 106, Freightliner 108SD, Freightliner 114SD, International 4700, International HX, International HV, Western Star 47X, Western Star 49X or approved equivalent.

This project involves the rental of one (1) tandem dump truck to be used to haul stone and\or haul heavy equipment necessary to complete recreation related projects that may consist of trail improvement, trail construction, and maintenance of problem and damaged sections of existing trails and the potential creation of new trails, as needed. Drainage Improvements, repairs, trail improvements, and trail construction that have been identified will be accomplished in either front-country or back-country styles.

Refer to Section B. for dump truck specifications.

The dump truck will be rented for a minimum of three (3) months and not to exceed seven

(7) months. One month will be defined as any thirty-one (31) consecutive days.

Please see Section C. Break Down and Non-Operational Equipment for exceptions to the definition of consecutive days.

The contractor’s per month price must include all labor, tools, insurance, handling charges, and any other items necessary to prepare the dump truck for delivery and shall include any use by the Department of <= 1,600 miles during each individual month, as well as any other miscellaneous fees normally associated with dump truck rentals.

NOTE: The contractor shall identify and itemize a separate freight charge payable by the Department for delivery of the nearest available dump truck from the contractor’s rental location to the Department Headquarters, 96 Manor Fork Road, Lock Haven, PA 17745.

The contractor shall also identify and itemize a separate freight charge for the return of the dump truck from the Department Headquarters to the contractor’s nearest available rental location.

Note: Any mileage that the dump truck is driven by the contractor or shipping company while the contractor is transporting the dump truck to the Department shall not be included in the 1,600 mile per month figure, a.k.a. “free-mileage”. Any mileage that the contractor or shipping company drives the dump truck while it is being returned to the contractor’s nearest rental location will not be included in the Department’s 1,600 mile per month figure, a.k.a. “free-mileage”.

Note: Delivery (Headquarter) address is as follows:

96 Manor Fork Road Lock Haven, PA 17745

41.4679943 latitude, -77.5663707 longitude

DCNR will provide the operators for the dump truck during the rental period.

Questions regarding the technical aspects of this bid should be directed to Thomas E.

Hanes, Jr. at thanes@pa.gov or 814.335.7390, or contact Jason Jones at jasonjones@pa.gov or 814.528.4332. Questions regarding the bidding or contracting procedures should be directed to Jenna English, reachable at jenenglish@pa.gov or (717) 787-3278.

B. CONTRACT TASKS:

Contractor must provide one (1) Tandem Dump Truck that meets the following specifications:

1. One (1) Tandem Dump Truck (6X4, with 12-16 cu yd. dump body & GVWR of

58,000 - 66,000 lbs.) – Peterbilt 367, Peterbilt 348, Peterbilt 567, Peterbilt 548, Kenworth T480, Kenworth T800, Kenworth T880, Mack Granite 64FR, Freightliner M2 106, Freightliner 108SD, Freightliner 114SD, International 4700, International HX, International HV, Western Star 47X, Western Star 49X and must include:

a) 40,000 – 46,000 Tandem axle with 40,000 – 46,000 lb. rear suspension (I.E.

Hendrickson Haul MAAX EX, Mack M-Ride, Mack Camelback, Chalmers 800 series, Neway ADZ or approved air ride equivalent or approved equivalent) with full lockers.

b) 18,000 - 20,000 Front axle with 18,000 – 20,000 lb. front suspension including HD shock absorbers (I.E. multi leaf springs, tapered leaf spring, progressive leaf spring, or approved equivalent)

c) >= 350 HP diesel motor.

d) Allison 3000 RDS or Allison 4000 RDS series automatic transmissions, or Eaton

Endurant XD Pro automatic manual transmission.

e) Component: - Functioning 12-16 Cu Yd Steel (AR450 or Hardox 450) Dump Body, including but not limited to the following subcomponents:

1. Telescoping hoist and body pivot point installation capable of achieving a 45 degree to 57 degree dump body, dump angle.

2. Cab mounted PTO Control Tower for PTO and tailgate mailto:thanes@pa.gov mailto:jasonjones@pa.gov

3. Hot swap, air shift PTO with Allison transmission; rear mount, air shift PTO with Eaton Transmission

4. Hydraulic pump with sufficient lift to dump at least 20 tons, Hydraulic tank, and wet-line

5. High Lift Tailgate

6. Conventionally opening\locking tailgate

7. Electric Tarp System

8. Front/Rear/Side LED Strobe Lights

9. Chains for tailgating

f) Component: - End of frame configured for rear towing, including but not limited to the following:

1. Mounting plate

2. 45 – 50 ton pintle hitch

3. HD D-rings

4. Air gladhands

5. Electrical hookup – standard 7-way trailer plug

Bidder must provide the manufacturer names and models for the rental equipment to determine the size and capacity of the dump truck being rented. Most equipment, regardless of manufacturer, may be acceptable provided it is in satisfactory working condition, is of the size, type, power, and capacity specified, and approved by the DCNR.

Approval of equivalent equipment is at the sole discretion of the DCNR.

C. BREAK DOWN AND NON-OPERATIONAL EQUIPMENT:

If the rental dump truck or any of the specific components is non-functional at any time during work hours of the DCNR personnel, the entire day will be considered as non-operational for the respective piece of equipment.

If the rental dump truck or any of the specified components breaks down and becomes non-operational in the field, the DCNR will notify the Contractor either verbally or by email.

After notification, the Contractor or a contractor-authorized mechanic\technician will repair the dump truck or its component in the field if possible.

If it is determined by the contractor or their authorized mechanic\technician that they cannot make the necessary repairs in the field for whatever reason, the contractor or their authorized representative will arrange to drive or haul the truck to the nearest affiliated repair facility and attempt to make the necessary repairs within 48 hours (2 days), at the contractor’s expense.

If the broken down rental dump truck cannot be driven or hauled safely, as determined by the DCNR, or repaired within 48 hours (2 days), the non-operational dump truck will be retrieved by the contractor or an authorized affiliate of the contractor at its breakdown location and a replacement dump truck or approved equivalent, including any and all specified components, will be delivered by the contractor or their authorized affiliate to the same location where the non-operational dump truck was retrieved, at the contractor’s expense.

If the dump truck or specified components are out of service for more than 48 hours (2 days), the rental period for the non-operational dump truck, including non-operational components, will be extended by the number of days that the equipment is non-operational;

any extensions required due to an extended breakdown will be deemed part of the originally contracted rental period and will not incur additional costs beyond the original bid price.

Note: Any mileage that the dump truck is driven by the contractor or by an authorized repair technician to take the dump truck in for repairs (not due to the negligence of the Department) or any mileage driven by the contractor or by an authorized repair technician to return the repaired dump truck from a repair facility to the Department at the location of the original breakdown shall not be included in the Department’s 1,600 miles per month “free-mileage” figure.

D. CONTRACTOR REFERENCES AND QUALIFICATIONS:

After bid opening and prior to the awarding of the contract, the Department has the right to request three (3) references (names, addresses and telephone numbers) of similar heavy equipment rental services performed in the previous three (3) years as proof of qualifications to provide the services involved in this contract. Similar service is defined as rental of multiple heavy equipment for a period of six (6) months.

The bidder may already have one or more contract areas with the Department. If the bidder has one or more contracts, the bidder must be able to provide all rentals associated with said contracts in the required time frame. Therefore, the Contractor may be asked to submit additional evidence of their ability to operate multiple rentals within a specific time frame.

Evidence may include past, satisfactorily completed rental services of similar scope and rental period.

References are an optional tool available to the Department 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 Department reserves the right to reject the bidder. The decision to both request references, or reject bidders based on inadequate references will be made solely at the discretion of the Department.

E. INSURANCE REQUIREMENTS:

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:

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

2. 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 per 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 of PA as an additional insured and shall contain a provision that the coverages 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 at Jenenglish@pa.gov.

F. CONTRACT TERM:

The contract shall commence upon receipt of a fully executed Purchase Order and terminate December 31, 2026.

Note: Clarification Regarding Contract Term versus Rental Period Start\End: The DCNR Trail Crew will call the contractor with adequate advance notice to arrange for delivery of an available dump truck from the contractor’s nearest rental location. The rental period will start once the dump truck reaches the Department’s Headquarters.

The DCNR Trail Crew will call the contractor with adequate advance notice to arrange for the return of the dump truck to the contractor’s nearest rental location. Once the Department has contacted the contractor to retrieve the dump truck, for any reason other than repairs, the rental period ends on the date that the Department arranges for the dump truck to be retrieved from the Department’s Headquarters.

mailto:Jenenglish@pa.gov

In simpler terms, any time spent or lag between the receipt of a fully executed Purchase Order and initial delivery of the dump truck to Department Headquarters shall not be billed as part of the rental period, and the invoice for the rental period shall not include any time that the dump truck spends in transit when the contractor or their authorized freight carrier is delivering the dump truck to the Department’s Headquarters or any time spent in transit while retrieving the dump truck from the Department’s Headquarters and returning it to the contractor’s nearest rental location.

G. BID AWARD:

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

1. A properly executed Reciprocal Limitations Act form that lists the state of manufacture of rental equipment.

2. A properly executed Workers Protection and Investment Certification Form.

3. Literature providing the Manufacturer, Model, and specifications for each piece of equipment to be rented. The literature must at a minimum provide information on the required specifications as indicated in Section B.

The contractor’s per month price shall include all labor, tools, insurance, transportation, delivery, pick up, handling charges, and any other items necessary for the equipment rentals, including any labor needed to deliver, pick up, or install any of the components specified in Section B.

Bids will be awarded based on lowest total sum. In the event of a discrepancy between the unit price and extension of figures, the unit price will prevail.

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

Please note that the Department will only accept bids out to two (2) decimal points when entering your pricing.

H. PAYMENT TERMS:

Payment shall be made upon satisfactory rental of the dump truck for each requested rental period.

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 Payment - Electronic Funds Transfer of the attached Commonwealth’s Terms and Conditions for complete details and contractor’s responsibilities.

I. INVOICES:

Invoice format shall be in accordance with the IFB - Invitation for Bid. All invoices for this contract MUST either be:

1. Emailed to the following for a Paperless Email Invoice Option: 69180@pa.gov.

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

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

2. Or mailed to the following address:

Commonwealth of PA - PO Invoice PO Box 69180 Harrisburg PA 17106

All invoices must include the purchase order number, your SAP Vendor (Contractor) Number and be itemized to include equipment rented and rental period for each piece of equipment on the invoice. The name and address listed on the purchase order must also be listed on each invoice. Failure to provide this information may result in a delay of payment.

Please Note: Vendors (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 (Contractor) Number and, for security purposes, should not be explicitly stated on an invoice.

J. RECEIPT AND OPENING OF BIDS:

Bids will 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 Department for the premature opening of, or the failure to open, a bid for any reason whatsoever.

K. BID RESULTS:

Bidders can obtain bid results by accessing www.emarketplace.state.pa.us/bidtabs.aspx.

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.

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