057-25_Bid_Document.pdf

ITB 057 CENTRAL OFFICE FACILITIES LAWNCARE SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this request is to establish pricing for lawn care, landscaping services and identified project materials and services for approximately 25.5 acres of property at the sites indicated below, all in accordance with the enclosed terms, conditions and specifications. Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the contracted services.

Section 2: Contract Duration The effective duration of this agreement shall be from January 1, 2025, through December 31, 2026, with an optional one (1) year renewal extending the agreement end date to no later than December 31, 2027.

Section 3: Award Award will be made to the lowest responsive and responsible bidder based on the lump sum cost for the initial two (2) year contract term.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.

ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.

The subject line will be the bid # Signature Request, (example: 101G-25 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

Section 4: Service Locations Lawn care and landscaping services will be performed at the following locations:

SITE #1

ODOT Central Office Headquarters 1980 West Broad Street Columbus, OH 43223

SITE #2

ODOT West Broad Complex 1600-1620 West Broad Street Columbus, OH 43223

SITE #3

ODOT Aviation Facility 2829 West Dublin Granville Road

Columbus, OH 43235

Vendors are encouraged to visit the sites to fully understand all requirements of this Invitation.

Those interested may contact:

Central Office Facilities Program Administrator Charlie Stewart 1980 West Broad Street Mail Stop 231L Columbus, OH 43223 charles.stewart@dot.ohio.gov 614-387-3093

Section 5: Approximate Site Quantities 5.1: Site 1 ODOT Central Office Headquarters 1980 West Broad Street

7,550 SF/0.17 acres in planting beds with 800 LF of bed edging 3 Established Trees 36 Ornamental Trees 30 Tree Rings 175 Shrubs 60 Ornamental Grasses 3,650 LF of sidewalk edging

5.4 acres mowed

10.6 acres retention pond

5.2: Site 2 ODOT West Broad Complex 1600-1620 West Broad Street

NOTE: THIS SITE IS CURRENTLY UNDER CONSTRUCTION AND SERVICES HERE WILL BE REDUCED

TO THE MINIMUM REQUIREMENTS. THE PRICING SPREADSHEET SHOWS WHICH SERVICES ARE

REQUIRED FOR THIS CONTRACT TERM

3,500 SF/0.08 acres in planting beds with 385 LF of bed edging 125 Established Trees 6 Ornamental Trees 7 Tree Rings 45 Shrubs 15 Ornamental Grasses 2,000 LF of sidewalk edging

5.9 acres mowed 3,200 Lineal feet of fence line

5.3: Site 3 ODOT Aviation Facility 2829 West Dublin-Granville Road 110 LF of bed edging 45 Established Trees 14 Ornamental Trees 850 LF of sidewalk edging

6.2 acres mowed 1,150 Lineal feet of fence line

Section 6: General Requirements All work must be performed in compliance with the Occupational Safety and Health Act and any revisions thereto. Any citations issued by OSHA shall be the responsibility of the Vendor.

mailto:charles.stewart@dot.ohio.gov

• The vendor shall bring all tools, chemicals, and materials, etc., with them to each site visit and take all items with them when finished. No on-site storage shall be provided by ODOT.

• All work shall be performed as to not interfere with building operation or such interference is kept to a minimum. The vendor shall leave all areas neat and clean when finished.

• It shall be understood that, from time to time sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

• The Vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves

Section 7: Scope of Service Lawn care and landscaping services for the approximately 25.5 acres of property maintained shall take place between 7:30 AM and 4:30 PM Monday through Friday, excluding state observed holidays. Work outside of these timeframes shall require a forty-eight (48) hour advance approval of the District Facilities Program Administrator or their designated representative. Site plans identifying the areas to be maintained follow these specifications.

7.1: All Site Services 7.1.1: Pre-Season Cleanup

Execute a pre-season cleanup of each site in preparation for the growing season between March 1 and April 30. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

• Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Spot thatch apply topsoil and seeding of lawn as needed; and

• Level out, rake, and reseed area around roadways or parking area, as needed.

7.1.2: Edging 7.1.2.1: Sidewalks, Curb Lines and Permanent Slabs

All sidewalks curb lines and permanent slabs shall be mechanically edged to maintain a neat, clean appearance once per month from April to October each year.

All edging debris shall be swept or blown clean and or otherwise disposed of. This shall be reflected in your unit price for edging.

7.1.2.2: Planting Beds and Tree Rings Planting beds and tree rings shall be mechanically edged to maintain a neat, clean appearance two times between April 1 and August 31 of each year. Spring edging shall be completed prior to the installation of hardwood mulch. Fall edging may be executed based on vendor experience.

All edging debris shall be swept or blown clean and or otherwise disposed of. This shall be reflected in your unit price for edging.

7.1.3: Install Dark Hardwood Mulch Vendor shall provide a labor only quote to install hardwood mulch, applied at a depth of 2-3 inches in all beds and tree rings on the property between April 15 and June 30 Annually. An allowance is indicated in the pricing spreadsheet to cover the material costs. Vendor shall present samples of mulch to the District Facilities Program Administrator or their designated representative for final selection prior to installation of hardwood mulch at the sites. Vendor will provide the Department with actual invoices for the product purchased to verify markup percentage. If the product selected by the Department is expected to exceed the allowance in the contract, the vendor shall provide a quote for the mulch materials to the District Facilities Program Administrator or their designated representative for approval prior to commencing work. At the end of mulch installation, work areas used for bulk storage are to be returned to prior conditions.

7.1.4: Pest Control Plan Prior to initiation of service, the contractor shall conduct a thorough initial inspection of each site and submit to the District Facilities Program Administrator or their designated representative, a written, systematic and comprehensive Pest Control Plan for each site following the initial inspection. Upon receipt of the Pest Control Plan, the District Facilities Program Administrator or their designated representative will render a decision. If aspects of the Pest Control Plan are incomplete or disapproved, the Contractor shall submit revisions in a timely manner. The Contractor shall initiate services outlined in the terms and conditions of the contract following notice of approval.

The Pest Control Plan shall, at a minimum, include:

• Proposed methods and products for control, including labels and Material Safety Data Sheets

(MSDS) for all pesticides to be used.

• A service schedule for each site.

• A copy of the Pesticide Applicator Certification for every Contractor's representative who will be performing on-site service under contract; and

• Cost per recommended service including labor and materials

The Contractor shall not apply any pesticide product that has not been included in the Pest Control Plan or approved in writing by the District Facilities Program Administrator or their designated representative. Pesticide application shall be according to need and not by schedule. As a rule, application of pesticides shall not occur unless visual inspections or monitoring devices indicate the presence of pests in that specific area.

Fence lines at the West Broad Street Complex and Office of Aviation locations must be kept free of vegetation by commonly accepted methods.

Preventive pesticide treatments of areas determined to be at high risk for infestation by weeds, insects or disease, through inspection at the onset of the program or as part of a maintenance program, are acceptable.

Products are to be applied by an applicator licensed by the Ohio Department of Agriculture in the appropriate category and in accordance with all applicable rules and regulations.

7.1.5: Weeding Vendor shall remove all weeds in flower beds, tree rings, artwork, sidewalks, curbs, gutters and islands in the parking lot weekly or as the weeds emerge between April 1 and November 30 annually. Dispose of weeds off-site. Pre and post-emergent herbicides may be used at the vendor's option. Plant material, other than weeds, killed by application of herbicides will be replaced at the vendor’s expense. The cost of all weed control work shall be included in the Pest Control Plan pricing. This task will only be considered complete when weeds from all beds, tree rings, artwork, sidewalks, curbs, gutters and islands in the parking lot are removed. Inspections by the District Facilities Program Administrator or their designated representative will be performed to determine if this task has been completed in accordance with the Pest Control Plan.

7.1.6: Turf Management 7.1.6.1: Fertilizer Application to Turf

Upon request by the District Facilities Program Administrator or their designated representative, and prior to any application of fertilizer, contractor shall take representative soil samples from each site and have them professionally analyzed to establish baseline soil conditions. From the baseline soil condition reports, the vendor shall develop a written, systematic, comprehensive turf fertilization program that results in a hearty, weed, insect and disease-free lawn. Contractor shall submit same to the District Facilities Program Administrator or their designated representative for review and approval. The program shall, at a minimum, include:

• Soil analysis reports for each site

• Recommended soil amendment(s) frequency and schedule

• Recommended fertilization frequency and schedule

• Recommended fertilizer composition for each application

• Cost per application including labor and fertilizer required based on the bid hourly rates and material markup percentage

Turf shall be fertilized at all sites as recommended by the results of the soil analysis and vendor experience and applied in accordance with all applicable rules and regulations, utilizing industry best practices by an applicator certified by the Ohio Department of Agriculture.

7.1.6.2: Aeration Vendor shall perform Aeration of turf surfaces to remove turf soil plugs to a depth of 2 to 4 inches over the entire lawn using a piston driven aerator with 5/8-inch diameter core cutters. Aerator shall have up and down coring motion leaving clearly defined holes by pulling the cores from the soil.

This task is to be performed during the early fall.

7.1.6.3: Repair Grass Areas At the direction of the District Facilities Program Administrator or their designated representative, the vendor shall provide and apply topsoil and seed to damaged areas of the lawn as needed.

These areas may be the result of tree removals, unplanned excavations, vehicle damage, drought, etc. Repairs provided under this section are separate from those services provided in other sections of these specifications.

7.1.6.4: Mowing and Trimming Vendor shall mow and trim lawn areas at all sites, at frequencies determined by vendor experience and actual turf growth, to assure the grass is maintained between three (3) and four (4) inches in height for approximately thirty (30) cuts per season between April 1 and November 30 annually. If conditions require more than the base thirty (30) seasonal cuts, the vendor shall provide additional cuts at the same bid rate upon prior approval from the District Facilities Program Administrator or their designated representative to provide the necessary service.

Keep all walkways, parking lots, entryways, courtyards and heliport areas free of grass cuttings and debris. Mow in direction to avoid blowing cuttings onto parked cars. (Notify District Facilities Program Administrator or their designated representative of mowing schedule so cars can be moved if necessary).

Trimming of grass shall take place within two (2) days of mowing and as needed to keep a neat edge between the buildings, fences and the lawn. Fence line trimming may require the application of chemical treatment to control growth.

Vendor shall remove prior to and during mowing, all litter, fallen leaves, twigs, branches and debris from each site weekly during the period from April 1 to November 30 annually.

Note: Mowing shall not be performed when it is raining or if the grass is still wet. Not more than 1/3 total blade shall be removed during any single mowing event. During droughts, lawns will not be mowed unless requested by the appropriate District Facilities Program Administrator or their designated representative.

7.1.7: End of Season Cleanup Execute end of season cleanup of each site in preparation for winter between November 15 and December 15. The cleanup may be done by manual raking, vacuuming, or equipment mounted devices used for this type of cleanup. Minimum services required are as follows:

• Cleaning/Raking of lawn area to remove leaves and debris. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Trimming/pruning of bushes, shrubs, hedges, ornamental trees, ornamental grasses and or brush. Contractor is responsible for removing leaves, limbs, twigs, and debris from site.

• Spot thatch apply topsoil and seeding of lawn as needed.

• Level out, rake, and reseed area around roadways or parking area, as needed.

7.1.8: Plantings Management

The Contractor shall utilize best management practices for the management of all plantings on site.

A licensed Arborist employed by the company will be expected to annually assess soil conditions to identify any potential problems that may cause harm to plantings such as soil compaction, contamination, trenching or digging near the plantings. The Contractor shall develop a schedule of monitoring and maintaining plantings, using appropriate monitoring and maintenance techniques.

Visual inspections should also be conducted during routine maintenance activities.

The licensed Arborist shall be responsible for developing and implementing a written, systematic, comprehensive planting management program of pruning, hazard management, cabling, bracing and treatment of wounds that is appropriate for the long-term goals of the facility and consistent with accepted arboriculture practices that results in visually appealing, healthy, physically manageable, appropriately sized, insect and disease-free plantings.

Prior to initiation of service, the contractor shall submit plan to the District Facilities Program Administrator or their designated representative for review and approval. Pricing for management of plantings shall be bid and paid per month. All monthly required services as outlined in the program shall be executed to receive approval for payment. The Contractor will be responsible for removing pruned and/or fallen branches from the site.

7.1.8.1: Annual Plantings Planting of Annual flowers shall be performed upon request of the District Facilities Program Administrator or their designated representative in the spring of each year and completed no later than May 20 annually. A list of all annual plants shall be provided to the District Facilities Program Administrator or their designated representative for pre-approval before purchasing. Contract allowance included in pricing spreadsheet where required.

7.1.8.2: Perennial Plantings Planting of Perennial flowers shall be performed upon request of the District Facilities Program Administrator or their designated representative in the fall of each year and completed no later than October 10 annually. A list of all perennials shall be provided to the District Facilities Program Administrator or their designated representative for pre-approval before purchasing. Contract allowance included in pricing spreadsheet where required.

7.2: Site Specific Services 7.2.1: Brush Hog Mowing 1980 West Broad Complex Retention Pond

Brush hog the entire retention pond area directly north of the Hilltop Complex once per year when permitted for our region.

7.3: Sign in and Sign Out Vendor personnel must sign in upon arrival at the Facility and must sign out upon departing. It shall be the responsibility of the Vendor to coordinate with the District Facilities Program Administrator or designated representative on a procedure for the Vendor’s personnel to follow when entering or leaving the District facilities. The Vendor’s personnel shall leave a copy of the work/service ticket with the District Facilities Program Administrator or designated representative which identifies work performed for the visit. The sign in and sign out records may be used in the verification process for approval of any invoices for payment.

7.4: Daily Work Report The site crew leader shall complete a daily work report indicating the area(s) of work and task(s) completed.

7.5: Housekeeping The awarded vendor(s) shall always maintain good housekeeping conditions. Regular and routine clean up from projects shall be all inclusive of areas where work was performed and shall be returned to conditions equal to or better than they were initially received by the vendor.

7.6: Vendor Coordination of Services ODOT requires a single contact point for scheduling, contract administration and billing to eliminate confusion for questions to responsible parties after award. All bidders shall specify on the pricing documents, Vendor Contacts tab, a list including name, position/function, email address, phone number and alternate contact number for each office that will service facilities covered by this contract. Vendor staffing may require that the contact(s) for scheduling, contract administration and billing be three different people. The awarded vendor(s) shall update this contact list whenever changes are made during the term of this contract.

7.7: Subcontracting The awarded bidder(s) will perform work amounting to not less than ninety (90) percent of the Contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the Vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the Vendor.

The Vendor’s percentage of the total Contract Price includes the cost of materials and manufactured products purchased by the Vendor, but not the cost of materials and manufactured products purchased by subcontractors.

Vendor shall not subcontract more than ten (10) percent of the work covered by the contract unless specifically authorized to do so by ODOT. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor will be required to submit copies of invoices from subcontractor(s) as proof of costs. Vendor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT requirements as though they were the Vendor.

Section 8: Additional Quoted Services If the District Facilities Program Administrator or their designated representative determines that additional services are needed, the awarded vendor at a mutually agreeable time after being contacted by the District Facilities Program Administrator or their designated representative at the project site to discuss and define the scope of work for the requested project.

The Department reserves the right to the following without affecting the terms and conditions of this contract:

• Perform any work not covered by this contract with Department personnel

• Place any work not covered by this contract out for bid

8.1: Presentation of Additional Quoted Services Plan and Cost

The awarded vendor shall present a written project plan following the site visit. A template of how the costs should be detailed is included in the excel pricing spreadsheet. The plan shall include the items listed below:

• Estimated material list

• Estimated project cost

• Project schedule as required by ODOT including:

o Estimated start date upon acceptance and delivery of purchase order o Estimated length of time to complete project o Project milestones (when appropriate)

• Site preparation details

• Site cleanup and waste disposal measures

• Detailed proposed labor breakdown showing number and classification of employees and number of hours proposed

• Construction drawings and specifications when required by the appropriate district Facilities

Department and/or if required for permits by the authority having jurisdiction

• Required building permits and associated fees

8.1.1: Notification to Statewide Facilities Operations

For all additional quoted services amounting to more than $25,000, the vendor personnel shall communicate the proposal by email to Statewide Facilities Operations Office in addition to the requesting District staff. The proposals shall be sent to:

Timothy.Brunney@dot.ohio.gov

8.1.2: Acceptance of Additional Quoted Services and Commencement of Work Upon written acceptance of project plan by the appropriate District Facilities Program Administrator or their designated representative, the District will provide the vendor with a purchase order that is directly associated with the project as soon as possible. Once the vendor is in receipt of the purchase order, they will commence work in accordance with the project plan.

The awarded vendor shall not commence work without written prior approval of Project Plan and vendor receipt of purchase order, or as directed by the appropriate District Facilities Program Administrator or their designated representative.

8.2: Items Provided by the Vendor 8.2.1: Materials and Supplies

All materials and supplies shall be specifically designed for the use. The Vendor shall utilize all replacement parts from manufacturers whose parts are equal to or better than the original equipment manufacturer (OEM) components whenever possible. All materials and supplies must be installed according to manufacturer’s specifications and recognized practices. Compensation for the mailto:Timothy.Brunney@dot.ohio.gov time involved obtaining materials and parts shall be included in the labor breakdown portion of the approved project plan.

The Department acknowledges that vendors utilize thousands of materials and supplies that may vary between suppliers and manufacturers depending on the individual needs for each project.

Therefore, all materials and supplies vendors provide shall be considered on contract. The Department will pay the awarded vendor the actual cost for all materials and supplies utilized in the performance of this contract, plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendors actual cost for materials and supplies includes the following:

• The vendor’s acquisition cost from the manufacturer or supplier; and

• The shipping cost charged by the manufacturer or supplier to get the materials and supplies to the vendor’s location, OR

• The shipping cost incurred by the vendor to get the materials and supplies to the ODOT location

For ALL materials and supplies, the vendor shall include with its invoice the vendors’ original invoice and the Department will pay for the materials and supplies including the costs noted above, where applicable, plus the vendor specified markup not to exceed 15%. If the vendor had acquired in the materials and supplies in bulk or through a prior purchase and had the materials and supplies in stock and an invoice is not readily available, the vendor should use its best estimate for the value of the materials and supplies plus the vendor specified markup not to exceed 15%. All invoices and charges are subject to ODOT audit at any time.

8.2.2: Rental Equipment All rental equipment utilized in the execution of this contract will be reimbursed by the Department at invoice cost with no vendor markup. Compensation for the time involved to pick up and return rental equipment where delivery and pick up are not included in the rental fees shall be included in the labor breakdown portion of the invoice or approved project plan. The vendor shall include with its invoice the original rental equipment invoice for verification of costs.

8.2.3: Vendor Owned Equipment All vendor owned equipment larger than typical hand tools utilized in the execution of this contract will be paid by the Department at the appropriate vendor provided rate listed on the Vendor Owned Equipment tab of the pricing spreadsheet. All rates shall include the equipment use and any mobilization fee. Labor expenses for the operation of vendor owned equipment shall be itemized and paid based on the hourly rates bid for labor.

8.3: Labor Rates Quoted labor rates for work performed in conjunction with Section 8: Additional Quoted Services of these specifications will be paid for technician(s) time on the job. Hourly rates will begin when the vendor’s technician signs in at the facility. Travel time shall not be charged as hourly rates. No overtime charges will be paid without prior approval of the District Facilities Program Administrator or their designated representative.

Section 9: Uniforms All vendor personnel working in or around buildings designated for service under this contract are required to wear distinctive clothing/uniforms. Employees of the vendor shall wear at least one clothing item with the vendor’s name and/or other identifying wording to provide their identification to anyone entering facilities or properties where they are providing services pursuant to these specifications.

Section 10: Permits Any permits required for work executed in accordance with this contract by the authority having jurisdiction shall be obtained by the vendor and will be reimbursed by the Department at cost.

Section 11: Vendor References Each bidder must have a minimum of five (5) years’ experience in performing the services required by this contract. Therefore, each bidder shall submit with their bid, the name, email address, organization, address and telephone number of at least three (3) references with whom they have provided like services to for at least five (5) years.

It is a requirement of the contract that the vendor and its employees must have performed like services required by this contract to be considered a responsible bidder.

Section 12: Workmanship and Responsibility The Vendor shall always provide and utilize Personal Protective Equipment (PPE) as appropriate.

PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves. The Vendor shall wear, at a minimum, a shirt that covers the torso with half sleeves, and full-length pants, and protective footwear. Light footwear such as, but not limited to tennis shoes, sandals, etc. shall NOT be worn.

The awarded vendor(s) shall be responsible for any act or neglect of their employees when performing work under this contract. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

Removal and proper disposal of all material, including, but not limited to, oil, fluids, materials and supplies, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. The vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance with State requirements when applicable.

Section 13: Invoicing Requirements All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein.

If satisfactory work is performed, the vendor shall receive monthly payments within thirty (30) days for work complete and accepted as satisfactory and in accordance with these specifications.

Payment shall be based on the per occurrence rate bid times the number of occurrences performed in the month, as noted on purchase order. The bid rate shall be the total cost for each occurrence of services provided as specified.

To ensure timely invoice processing, the vendor shall submit an original, proper invoice by standard mail or electronically to the contact listed in Section 4 above of these specifications. To be a proper invoice, the invoice must include the following information:

• Vendor name, address and contact information

• The ODOT purchase order number authorizing the delivery of products and/or services

• Contract number pursuant to the deliverable

• A description of what the Vendor delivered, including, as applicable, the time, serial number, unit price, quantity, and total price of the products and/or services

• Detailed breakdown of the hourly rate charged, and the actual hours worked for each labor type/discipline

• Detailed breakdown of the material and supply costs as required above in these specifications

• Backup documentation as required in these specifications shall include, but not be limited to the following where applicable:

o Copy of the original proposal for project o Service reports for all labor involved o Copies of vendor original invoices for materials and supplies as required above in these specifications

Vendor shall be notified within five (5) business days of any work deemed unsatisfactory. The vendor is expected to return to site to remedy such areas prior to acceptance of invoice for services.

In the event of contract termination, payment in full for services rendered shall be based on each occurrence where work performed and accepted as complete and satisfactory in accordance with these specifications.

Vendors shall not charge for any items outside of the contract including but not limited to shop supplies, drive time and per diem. The Department will not pay any additional charges for such items.

Section 14: Right to Audit The Ohio Department of Transportation reserves the right to audit all invoices submitted by a Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus the twenty percent (20%) of the amount invoiced or fifty dollars ($50.00), whichever is less.

Section 15: Public Liability Insurance The bidder shall furnish with their bid, proof that they carry public liability insurance with limits of not less than three hundred thousand ($300,000) dollars for any one person and one million ($1,000,000) dollars for any one occurrence.

All insurance policies required under this section shall include an endorsement requiring the insurance company to give thirty (30) days prior written notice to ODOT before any change of cancellation becomes effective. All insurance policies shall be through insurance companies licensed to conduct business in the State.

Section 16: Pricing Vendors shall include the completed contract pricing excel spreadsheet and any additional documentation necessary to clearly communicate their price for all services at all sites. Pricing shall be guaranteed firm for the contract duration.

Vendors shall submit pricing on the excel pricing sheet for the following items:

• Site Tabs o Vendors shall enter individual unit pricing for each service requested. The unit price will automatically be multiplied by the Maximum Quantity to give a Line Item Total cost. All Line

Item Total costs will be added together to determine the lump sum price for all services to be completed during the term of the contract.

• Additional Quoted Services Tab o Provide hourly rates for each of the listed positions in your company (Items #1-4). All labor rates shall include all profit and overhead in the bid rate per hour.

o Vendor specified markup on supplies and materials not to exceed fifteen (15) percent. (Item

#5) o Vendor owned equipment hourly rates including mobilization without operator labor (Item #6)