112A-26_Specs_2025-04-09.pdf

112A-26

ITB 112A STATEWIDE FACILITIY GENERATOR MAINTENANCE AND SERVICE

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation is to establish contract pricing for inspection, testing, preventive maintenance and repair services, temporary rental and replacement generators for the emergency power generators and associated systems owned by the State of Ohio, Department of

Transportation at various locations in all ODOT Districts 1 through 12 and ODOT Central Office

Facilities, in accordance with the applicable generator manufacturer's recommendations and as specified herein. 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 the date of award, through April 30, 2027, with one (1) optional one (1) year renewal that could extend the end date to no later than April 30, 2028.

Section 3: Multiple Award

Annual service and generator rental pricing shall be awarded as a multiple award. ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive and responsible bidders pursuant to O.R.C. 5513.02.

Vendors should only bid on districts within their physical region where they can provide service at competitive prices and maintain compliance with standard and emergency response times outlined in Section 8 below.

Award of this contract does not guarantee any of the following:

1. All sites will need contracted services

2. The exact scope of contracted services for all sites

3. That any work will be contracted at any site

4. A bidder will receive any work pursuant to this contract

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: 112-26 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.

https://ohiopays.ohio.gov/

Section 4: Mandatory Vendor Requirements

It is a requirement of the contract that the vendor and its employees must have performed services comparable to those required by this contract and provide proof of current liability insurance coverage in order to be considered a responsive and responsible bidder.

4.1: References

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

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

4.2: Public Liability Insurance

Each bidder shall furnish with their bid submission, 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 5: Site Conditions

Submission of this bid shall indicate that the vendor is familiar with existing conditions and equipment at ODOT facilities. If you need to familiarize your company with current site conditions and equipment covered by this invitation, contact the appropriate District Facilities Program

Administrator or their designated representative, between the hours of 7:30 A.M. and 3:30 P.M.

Monday thru Friday, excluding State holidays.

District Address Contact Email Telephone

1885 N. McCullough St. Lima, OH 45801

Tony Lotz tony.lotz@dot.ohio.gov 419-999-6791

317 E. Poe Rd. Bowling Green, OH 43402

Greg

Strausbaugh gregory.strausbaugh@dot.ohio.gov 419-373-4310

906 Clark Ave. Ashland, OH

44805 Dick Feldkamp richard.feldkamp@dot.ohio.gov 419-207-7122

2088 S. Arlington Rd. Akron, OH 44805

Nathan Crozier nathan.crozier@dot.ohio.gov 330-786-2238

9600 Jacksontown Rd.

Jacksontown, OH 43030 Hank Pillsbury robert.pillsbury@dot.ohio.gov 740-323-5150

400 E. William St. Delaware, OH

43015 Mark Nichols mark.nichols@dot.ohio.gov 740-833-8232

1001 St. Mary's Ave. Sidney, OH

45365 Ryan Orseno ryan.orseno@dot.ohio.gov 937-497-6730

505 S. SR 741, Lebanon, OH

45036

Bob

Montgomery bob.montgomery@dot.ohio.gov 513-933-6539

650 Eastern Ave. Chillicothe, OH 45601

Ed Cox edward.cox@dot.ohio.gov 740-774-8917

338 Muskingum Dr. Marietta, OH 45750

Tim Marty timothy.marty@dot.ohio.gov 740-568-3924

2201 Reiser Ave. SE New

Philadelphia, OH 44663

Shannon

Blocker shannon.blocker@dot.ohio.gov 330-308-3910

5500 Transportation Blvd.

Garfield Heights, OH 44125 Tom Vanek thomas.vanek@dot.ohio.gov 216-584-2040

CO

1980 W. Broad St. Columbus, OH 43223

Charlie Stewart charles.stewart@dot.ohio.gov 614-387-3093

Section 6: General Requirements

• Proper emergency backup generator operation is essential to a core function of ODOT;

therefore, downtime must be kept to a minimum. See Section 8: Labor, for normal and emergency response times.

• The awarded vendor(s) will be required to maintain a file of all maintenance work performed for the life of the contract. The owners are to have a copy of the work performed immediately upon completion, for their records. The description of the work performed, or items checked shall have enough detail to meet compliance requirements and allow the owner to maintain an accurate record of maintenance.

• The contractor 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.

• The vendor shall bring all tools, chemicals, and materials, etc., with them to each service call 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.

• The contracted services provided must be performed in a workmanlike manner by properly trained personnel and shall conform to the highest professional standards.

• All vendors must have enough properly trained employees on active payroll and an adequate number of supervisory personnel to guarantee satisfactory performance of this contract. All work must be performed by trained and competent personnel qualified to perform the services contained herein. These personnel must be under the guidance of a supervisor that is a direct employee of the Vendor. The vendor shall be regularly engaged in the business of providing the services described herein.

• Contractor’s work teams used for this contract shall consist of one or more certified technicians.

The contractor should make every effort to ensure that Technician’s site assignments remain constant during the life of the contract.

• Inspections, testing, and maintenance service of the equipment covered by this invitation shall be performed annually and shall be in accordance with the manufacturer’s recommendations.

Elapsed time between scheduled annual service visits at each facility or remote site shall be within a one (1) month period of the twelve (12) month scheduled visit. Deviation from this schedule may be cause for cancellation of this contract with the affected facilities if the deviations did not receive written pre-approval from the Department.

• Upon completion of services, the contractor’s team shall leave the systems in satisfactory operation; if not in operation, the team shall contact the appropriate District Facilities Program

Administrator or their designated representative and state why the system is inoperative, and what must be done to put into satisfactory operation.

• 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.

• Communication must be maintained between all parties in a continual, prompt, and respectful manner during the entirety of the effective duration of the resulting contract.

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

• The contactor shall guarantee its workmanship and materials for a period of one (1) year from the date of acceptance by the facility and shall promptly remedy, at the contractor’s expense, all defects due thereto which becomes evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from work the awarded contractor performed.

• 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.

• 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.

• 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.

• The awarded vendor(s) shall remove all rubbish, replaced materials and supplies and packaging materials regularly and at the completion of their work to ensure neat and tidy housekeeping conditions.

Section 7: Scope of Service

The contractor shall perform the inspection, non-load testing, full-load testing when selected and preventive maintenance service of the generators and associated systems at the ODOT locations on an annual scheduled basis as specified herein and in accordance with all manufacturer recommendations during the term of this contract.

Any inspections required to comply with State and Federal regulations in effect during the contract period must be included in the bid price.

7.1: Annual Inspections

All labor, materials, supplies, and mobilization costs required for routine annual maintenance and inspection shall be included in the annual inspection cost for each generator unit. No additional fees (other than the optional load bank testing) shall be assessed for performing the annual maintenance and inspection.

• Check coolant levels

• Analyze coolant for proper antifreeze percentages and adjust accordingly

• Inspect cooling system hoses

• Tighten hose clamps as needed

• Replace fuel filters

• Clean air cleaner

• Service belts as required

• Check engine heater operation

• Drain exhaust line

• Check battery charger operation and charge rate

• Check battery electrolyte levels and specific gravity

• Check generator output voltage and adjust as necessary

• Emergency system operation with load transfer

• Emergency system operation without load transfer

• Frequency check / governor adjustment

• Check Transfer switch and accessory operation

• Check engine alternator charge rates

• Check engine and generator gauge and indicator operation

• Check generator set controller operation including shut-down functions and emergency stop

• Lube, oil and filter change

• Engine tune-up with parts

7.2: Load Bank Testing

Optional three-hour external resistive load bank test: (one hour at 50%, one hour at 75%, one hour at 100%). All load bank equipment costs shall be included in the load bank testing fee per unit. No additional equipment charges will be assessed for load bank testing.

7.3: Regular Call-Out Service and Repairs

Vendors shall provide regular call-out service and repairs for non-critical generator work during normal business hours, based on the bid labor rates for the systems and associated components covered by this contract at the requested site(s) when contacted by the District Facilities Program

Administrator or their designated representative.

7.4: Emergency Call-Out Service and Repairs

Vendors shall provide emergency call-out service and repairs for generator work deemed critical by the District Facilities Program Administrator or their designated representative based on the bid labor rates for the systems and associated components covered by this contract at the requested site(s).

7.5: Additional Quoted Services and Replacement Equipment Projects

If the District Facilities Program Administrator or their designated representative determines that additional services or replacement equipment is to be purchased and installed, the awarded vendor(s) shall perform a site visit within five (5) working days (excluding state observed holidays) or at a mutually agreeable time beyond the five (5) working days requirement, 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.

7.5.1: Presentation of Additional Quoted Services Plan and Cost

The awarded vendor shall present a written project plan within five (5) business days from date of 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

7.5.2: Notification to Statewide Facilities Operations

For all project proposals that cost more than $50,000, the vendor personnel shall communicate the proposal by email to the Statewide Facilities Operations Office in addition to the requesting District staff. The proposals shall be sent to:

Timothy.Brunney@dot.ohio.gov

7.5.3: Acceptance of Additional Quoted Services and Commencement of Work

Upon written acceptance of additional quoted services plan by the District Facilities Program

Administrator or their designated representative, the District will provide the vendor with a purchase order that is directly associated with the additional quoted services as soon as possible.

Once the vendor is in receipt of the purchase order, they will commence work in accordance with the additional quoted services plan.

The awarded vendor shall not commence work without written prior approval of the additional quoted services plan and vendor receipt of purchase order, or as directed by the District Facilities

Program Administrator or their designated representative. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

7.6: Reporting Requirements

The awarded vendor shall leave a copy of the signed service ticket at each site for each day services are provided. The service ticket shall detail the time on site, the unit serviced model number, serial number and ODOT identifying number with a detailed description of the reason for the visit and actions taken during the visit.

Following completion of each inspection, the contractor’s team shall review with the District

Facilities Program Administrator or their designated representative, the details of the work just completed and the condition of the system, plus any recommendations for necessary repairs or improvements to the system. Quotations for recommended repairs shall be sent to the District

Facilities Program Administrator within ten (10) days of the ODOT request.

The vendor must submit to the District Facilities Program Administrator or their designee a written report covering the inspection, testing and any repairs made within thirty (30) days of inspection and testing. The report will include all call backs and the corrective actions taken and will detail why specific repairs were needed. The report will include the dates of inspection, testing and repairs, the labor and materials used, the generator serviced ID Number (example: GEN-D01-XX), model number, serial number and location.

7.7: 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.

7.8: Removal of Equipment from Service mailto:Timothy.Brunney@dot.ohio.gov

If any system component must be removed from service during normal work hours, the awarded vendor’s technician must coordinate the removal from service with the District Facilities Program

Administrator or their designated representative. The technician shall post signage on the unit and isolate the power supply to the equipment with their own lockout/tag out device in accordance with OSHA standard 1910.147.

7.9: 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 their designated representative on a procedure for the Vendor’s maintenance personnel to follow when entering or leaving the District facilities.

The sign in and sign out records may be used in the verification process for approval of any invoices for payment.

Section 8: Labor

8.1: Labor Rates

Quoted labor rates will be paid for technician(s) time on the job. Hourly service 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.

Labor types and descriptions listed below categorize each service type and their respective requirements.

8.1.1: Regular Call-Out Service and Repairs

Regular call-out service and repairs are considered any scheduled service, repairs and deliveries that are performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding

State observed holidays.

8.1.1.1: Regular Call-Out Service and Repairs Response Time

Vendor shall respond to a call for service from the District Facilities Program Administrator or their designated representative within twenty-four (24) hours of notification. Scheduling of this labor shall be by agreement of the District Facilities Program Administrator, or their designated representative and the awarded vendor designated representative.

The contractor shall notify the appropriate District Facilities Program Administrator or their designated representative not less than two (2) days prior to all annual inspections at each location.

Mileage fees shall not apply to Standard and Scheduled Services.

8.1.1.2: Regular Call-Out Service and Repairs Billing

Regular call-out service and repairs shall be billed at the flat rate mobilization/service call fee for travel to the work site plus the required labor hours from sign-in at the site through sign-out at the site, plus the parts required to complete the repair, billed in accordance with Section 8: Materials and Supplies, below.

8.1.2: Emergency Call-Out Service and Repairs

Emergency call-out service and repairs shall be considered any unscheduled work deemed critical by the District Facilities Program Administrator or their designated representative that is provided by the vendor twenty-four (24) hours a day, seven (7) days per week including all State observed holidays.

8.1.2.1: Emergency Call-Out Service and Repairs Response Time

Vendor shall respond to emergency call-out service and repair work deemed critical by the District

Facilities Program Administrator or their designated representative and dispatch a repair technician to the work site within three (3) hours.

8.1.2.2: Emergency Call-Out Service and Repairs Billing

Emergency call-out service and repairs shall be billed at the flat rate mobilization/service call fee for travel to the work site plus the required emergency labor hours from sign-in at the site through sign-out at the site, plus the parts required to complete the repair, billed in accordance with Section

8: Materials and Supplies, below.

If the awarded vendor has planned to meet ODOT personnel at a locked location, the vendor shall be compensated for labor beginning at the agreed upon meeting time, if ODOT personnel do not arrive at the agreed upon meeting time.

8.1.3: Additional Quoted Services and Replacement Equipment Projects

Additional quoted services and replacement equipment projects shall be considered pre-planned, scoped, and quoted projects performed in accordance with the approved additional quoted services and replacement equipment plan. All additional quoted services and replacement equipment projects shall be performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays, unless special permission is granted in advance by the

District Facilities Program Administrator or their designated representative to temporarily waive this requirement.

8.2: Regular and Emergency Call-Out Mobilization/Service Call Fees

Vendor(s) may charge an all-inclusive mobilization/service call fee for initial travel to a work site.

This means, if multiple trips are required to the site for a single repair, only one mobilization/service call fee may be charged per site. This fee is only applicable to Regular and Emergency Call-Out

Service and Repairs work.

8.3: Mileage Fees

Vendor(s) may submit pricing and charge one way mileage fees only when providing Emergency

Service. Per mile fees shall be listed separately with a departure and arrival address identified to verify charges.

8.4: State of Ohio Prevailing Wage Rates

The Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour

Administration has determined that work identified in this bid and to be performed under this contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon awarding the Contract by ODOT, the successful Contractor, and all its sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Industrial Compliance, Bureau of

Wage and Hour Administration will apply to any worker assigned by the Contractor and all its sub-contractors to any project that requires prevailing wage. It is the responsibility of the Contractor to determine on a project by project basis if prevailing wage rules and regulations apply. Projects amounting to more than the biennially adjusted current prevailing wage threshold levels for

Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building

Construction shall be subject to the prevailing wage rates for the specific construction discipline and location at the time of the project. Projects are not to be split into phases to circumvent

Prevailing Wage requirements. If a project is initially estimated and quoted below prevailing wage threshold, but after extra work items, change orders, or other factors raise the project total over the prevailing wage threshold the vendor is responsible for paying prevailing wages to all workers on the project. The original estimate/quote for the project shall be revised to reflect the additional payment of prevailing wages to all workers.

The vendor shall post or make available to all laborers employed on the contract the prevailing wages listed in this proposal and any modifications to the wage rates that may come after the award of this contract. On the first pay date of contract work the vendor shall furnish each employee covered by prevailing wage a completed form whpw1512 in accordance with section

4115.05 Ohio Revised Code, showing the classification, hourly pay rate, fringes, and identifying the

District Prevailing Wage Coordinator (DPWC), if such employees are not covered by a collective bargaining agreement or understanding between employers and bona fide organizations of labor.

These forms shall be signed by the vendor and employee and kept in the vendor’s payroll files.

For projects that the Contractor, in coordination with the Ohio Department of Commerce, has determined must be quoted at Prevailing Wage rates, the Contractor must calculate the hourly rates to be charged to the Department. The hourly rates will be calculated for each required job classification by multiplying the exact Prevailing Wage rate currently in effect for the project site by the appropriate Overhead % from the Bid Price Pages and adding this to the exact Prevailing Wage rate to get the Prevailing Wage rate for the quote. The project quote must break out each job classification and show the calculation of each Prevailing Wage rate.

Example:

If the Bidder enters $50.00 per hour on the Labor Rates Page for Standard Wages (including overhead) and pays the employee a base $30.00 per hour, the Overhead % to be entered on the

Labor Rates Page would be 66.6%. ($50.00 - $30.00) =$20.00 / $30.00 * 100=66.6%

To calculate the Contractor’s maximum allowable wage rate for quotes that require Prevailing

Wage, the Contractor would get the Ohio Department of Commerce Prevailing Wage rates for the project site and multiply each one by the Overhead % and add that to the exact Prevailing Wage rates. If the exact prevailing wage rate for the above job classification was $42.56, then the maximum allowable wage rate on quotes requiring Prevailing Wage rates would be $70.90. $42.56

+ ($42.56 * 66.6%).

ODOT reserves the right to request all payroll records from an awarded vendor to verify the payment of prevailing wages to workers. This information may be requested at any time and the vendor shall have two (2) business days to provide all that is requested by the Department. A vendor’s refusal or failure to provide payroll records, copies of checks to workers, etc. shall be grounds for immediate contract termination.

Failure to pay prevailing wage rates to workers on projects meeting or exceeding the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction shall be grounds for immediate contract termination and may also prohibit the vendor from being able to bid with the Department in the future.

8.5: Prevailing Wage Compliance

For any project proposal submitted in accordance with these specifications that exceeds the prevailing wage threshold levels identified above, the vendor shall provide a copy of the proposal to the appropriate District Contract Compliance Program Manager within the ODOT Division of

Opportunity, Diversity and Inclusion’s Office of Civil Rights Compliance listed below to ensure the

Department follows Prevailing Wage regulations. The Program Managers will answer any questions you may have pertaining to the prevailing wages and the process to be followed for this contract.

Districts Contact Email Office Mobile

1, 2, 7 and 8 Gary Kramer Gary.Kramer@dot.ohio.gov 419-999-6809 419-516-7684

3, 6, 9 and 10 Teresa Vannoy Teresa.Vannoy@dot.ohio.gov 740-833-8087 614-230-6509

4, 5, 11 and 12 Tom Yanka Thomas.Yanka@dot.ohio.gov 740-323-5138 614-867-4319

Section 9: Materials and Supplies

All materials and supplies shall be specifically designed for the use. The Vendor shall utilize all replacement materials and supplies from manufacturers whose materials and supplies 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. The use of reconditioned materials and supplies shall not be permitted under any circumstances unless OEM components are no longer available.

Vendors must maintain enough inventory of materials and supplies in stock including materials and supplies of the latest technology to meet the normal and emergency requirements of this contract.

The Department acknowledges that vendors utilize thousands of materials and supplies that may vary between suppliers and manufacturers depending on the individual repair 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 part to the vendor’s location, OR

• The shipping cost incurred by the vendor to get the part 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.

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 Facilities

Each vendor shall specify with their bid, on the Excel pricing spreadsheet “Vendor Facilities” tab, a list of facilities with address, telephone number and fax number that will service the sites listed in these specifications.

The Vendor shall indicate with their pricing, the corresponding Facility # that will service the specific equipment listed.

Section 12: Subcontracting

The awarded vendor(s) will perform work amounting to not less than one hundred (100) percent of the total 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 mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov 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, supplies and manufactured products purchased by the vendor, but not the cost of materials, supplies and manufactured products purchased by subcontractors.

Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All prior approved 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. Contractor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the contractor.

Installation of rental generator units by an electrical sub-contractor of the awarded vendor shall be exempt from the requirements of the first two paragraphs of this section, shall NOT require prior authorization and shall be billed to the Department at actual cost in accordance with paragraph 3 of this section.

Section 13: Providing Rental Generator(s)

In the event a rental generator(s) is/are required, the vendor will be required to provide a generator with as close as possible KW rating to the existing generator(s) within twenty-four (24) hours from the time of the ODOT request. Rental generators shall be self-contained units with on-board fuel sources and shall be delivered to the site with full fuel tanks or maximum fuel levels allowed by law.

The department shall be responsible for refueling the rental units and shall return all units with fuel tanks at the same capacity as they were received.

The vendor will be required to deliver the rental generator and coordinate installation with the vendor’s electrical contractor to the satisfaction of the Department and any applicable codes. Due to the varying installations and applications of generators around the state, installation cost for rental units IS NOT INCLUDED in the daily, weekly and monthly rental fees provided on the pricing pages. The vendor shall also provide a per mile rate for round trip delivery and pick up of the unit and this shall be added to the cost of the rental unit provided. The awarded vendor shall comply with all provisions set forth in Section 7 above. The vendor will be required to ensure the unit is completely operational. The vendor will be required to provide all necessary instructions for operation to the appropriate ODOT designee.

The Department will require a spare or rental generator to be available if the main generator will be off-line during non-daylight hours for more than one (1) hour. This will include anytime from dusk to dawn, or, in the event of severe weather.

Section 14: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein and within in the Ohio Department of Transportation’s Standard Terms and

Conditions Rev. 02/12/2025, including any subsequent changes.

To ensure timely invoice processing, the vendor shall submit an original, proper invoice by standard mail or electronically to the office designated on the purchase order as the “bill to” address for work paid by purchase order. If payment will be made by purchasing card, the vendor shall submit an original, proper invoice by standard mail or electronically to the appropriate District 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

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.

And one copy of each invoice for projects more than $50,000, shall be sent electronically to:

Statewide Facilities Contracts Administrator:

Tim Brunney Jr.

timothy.brunney@dot.ohio.gov

Section 15: Pricing

Bidders may bid on a single District or multiple Districts.

Where bidders have regional offices throughout the state and they desire to bid on multiple Districts, a single bid packet from the bidder for all Districts being bid is required.

Vendors shall submit pricing F.O.B. the locations provided, all in accordance with the specifications, terms and conditions. Pricing shall be guaranteed firm for the contract duration.

• Hourly Rates Pricing Tab o Regular Call-Out Service and Repairs Labor Rate for Mechanic during Normal Work

Hours (7:00 AM to 4:00 PM Monday-Friday) o Emergency Call-Out Service and Repairs Labor Rate for Mechanic during Normal

Work Hours (7:00 AM to 4:00 PM Monday-Friday) o Emergency Call-Out Service and Repairs Labor Rate for Mechanic Outside of

Normal Work Hours o Additional Quoted Services and Replacement Equipment Projects Labor Rate o All-Inclusive Regular and Emergency Call-Out Mobilization/Service Call Fee o Emergency Service one-way mileage rate (per mile) o Markup on vendor supplied parts (not to exceed 15%)

• District Pricing Tabs (NOTE: Sites in red font are new sites that are either under construction or still under warranty. Once these sites require service, the awarded vendor shall submit pricing for the equipment and it shall be included in the contract in accordance with Section 5 of these specifications. Vendors are not required to submit pricing for these sites.)

o Annual Inspection Cost Per Generator o Optional Three (3) Hour Load Bank Test Cost Per Generator o Corresponding Vendor Facility # from the Vendor Facilities Pricing Page that will service the specific equipment listed

• Generator Rental Tab mailto:timothy.brunney@dot.ohio.gov o Daily, weekly and monthly rental fee for generators of various sizes as required in

Section 13 of these specifications.

o Per mile rate for round trip delivery of provided generator units

State of Ohio, Department of Transportation (ODOT) Office of Contract Sales, Purchasing Services OhioBuys Terms and Conditions for Submitting Excel Pricing File in Bid Package If an Excel File is Present in OhioBuys

1. SUBMISSION OF EXCEL PRICING FILE: Bidders should submit the pricing page in the original excel format.

2. UNAPPROVED ALTERATIONS TO EXCEL PRICING FILE: Bidders who materially alter the original content of the Excel pricing file (e.g. specifications, formulas, etc.) issued by the Department may be found non-responsive and ineligible for award of this procurement.

3. CHANGES TO EXCEL PRICING FILE: The Department will only make modifications to the Excel pricing file by written addendum only. Where changes are necessary to the Excel pricing page, the Department will issue a new Excel pricing page indicating the revisions made and a revision date for the changes.

It is the sole responsibility of the bidder to check for issued addenda prior to submitting a bid package to ensure the most updated Excel pricing file is being utilized.

4. DESCRIPTIVE LITERATURE: Bidders may electronically provide any descriptive literature (e.g. brochures, spec/cut sheets, drawings, MSDS, etc.) regarding the products and/or services offered by the bidder. As this literature may be publicly posted for viewing by purchasers, bidders must not submit any literature electronically in which they consider to be a trade secret, proprietary, or confidential in any way.

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Office of Contract Sales, Purchasing Services

INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

(Last revised 11/2/2023)

1. BIDDER REGISTRATION: The Department requires awarded bidder(s) to successfully register as a State of Ohio Supplier with the Department of Ohio Shared Services and successfully obtain an OAKS vendor identification number (OAKS ID) within fourteen (14) calendar days from the date of contract award and execution. The Department cannot utilize awarded Contracts to purchase from a bidder who cannot obtain an OAKS ID from Ohio Shared Services. In the event an awarded bidder is unable to obtain an OAKS ID, the Department shall reserve the right to revoke its award to the bidder and immediately cancel any resulting Contract.

a. A Supplier Information Form and W-9 must be completed and sent back directly to Ohio Shared Services in order to register and apply for an OAKS ID. The following website can be accessed by bidders to obtain both the forms and specific instructions for obtaining an OAKS ID:

b. http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx

c. It is strongly recommended that all interested bidders not already registered with Ohio Shared Services submit the above paperwork prior to the bid submission deadline.

2. HOW BIDS MUST BE SUBMITTED: 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.

3. PREBID QUESTIONS, DISCREPANCIES, AND CLARIFICATIONS: Any discrepancies, omissions, ambiguities, or conflicts in or among the bidding documents or doubts as to the meaning shall be brought to the Department’s attention by the bidder no less than three (3) business days prior to the bid submission deadline. All questions, discrepancies, clarifications, etc. must be submitted electronically in OhioBuys. During the competitive bidding process, bidders (and their agents) are prohibited from contacting any ODOT office, including District offices, other than the Office of Contract Sales, Purchasing Services section to obtain responses to any questions. The Department may find a bidder non-responsive for failing to adhere to any of the above requirements.

4. MODIFICATIONS TO THE BIDDING DOCUMENTS: When it is deemed necessary to modify these bidding documents, the Department will only do so by written addendum. The issuance of an addendum is dependent upon the information received and the impact on the competitive bid process. All issued addenda will be posted to the OhioBuys website.

5. PRE-BID CONFERENCES: The Department reserves the right to hold mandatory or optional pre-bid conferences at its discretion. Conferences may be held either in-person or via webinar/phone conference formats.

Bidders will be required to sign-in at all pre-bid conferences. The sign-in sheet for all pre-bid conferences is considered a public record, will be kept in the bid file, and will be shared with any requesting party. Additionally, any business cards collected during any pre-bid conference shall be considered public records and may be distributed out to all conference attendees. Any changes to the requirements or specifications of a procurement, as a result of the pre-bid conference content, will be made by written addendum and publicly posted.

a. For mandatory pre-bid conferences, the Department requires that those companies intending on submitting a bid be in attendance for the entire duration of the pre-bid conference. Mandatory pre-bid conferences will officially begin five (5) minutes after the scheduled date and start time at the location specified in the Special Terms and Conditions. Those bidders not in attendance at that time will be considered ineligible to submit a bid. The conference will be considered adjourned and complete when a representative of the Office of Contract Sales, Purchasing Services section indicates so. To be considered in attendance and eligible to bid, a bidder must have at least one representative of the company in attendance. A single representative cannot be present on behalf of two or more companies (bidders). Each company (bidder) must send its own representative on behalf of their organization. It is the sole responsibility of the bidder to ensure that the representative follows the sign-in procedures to properly document the bidder’s attendance. The Department shall not be held responsible for a bidder’s failure to arrive at the meeting on time, properly sign-in, or failure to stay for the entire duration of the meeting.

6. LATE BIDS: A bid received after 1:00 p.m. eastern time, on the bid submission deadline. The system will not allow a bid after the closing date and time.

7. BIDS FIRM: Once opened, all bids are firm and cannot be altered by the bidder. Once a Contract is awarded and executed, the Vendor shall deliver all products and/or services at the bid prices and terms contained in the Contract. All submitted bids shall remain valid for a period of sixty (60) calendar days after the date of the public bid opening. Beyond sixty (60) calendar days, bidders will have the option to either honor their submitted bid or make a written request to withdraw their bid from consideration. The Ohio Department of Transportation shall receive the benefit of any decrease in price during the sixty (60) day period.

8. WITHDRAWAL OF BIDS: A bidder may withdraw their bid in OhioBuys prior to opening. If after opening a vendor wishes to withdraw their bid, they may do so in writing to the Ohio Department of Transportation.

9. MODIFICATION OF SUBMITTED BIDS PRIOR TO BID OPENING: A bidder may modify their bid response prior to the scheduled date and time set for the public bid opening in OhioBuys.

10. UNIT BID PRICES: The unit bid price(s) submitted shall govern the award of this procurement unless otherwise specified in the bid evaluation criteria. The unit bid price should be entered for each required bid item on the Department’s pricing page. Use of ditto marks, arrows, or other markings in lieu of the actual unit price may result in a non-responsive bid determination. Lot or group prices listed in the unit bid price area shall be considered as the unit price unless clearly identified as the lot price. Unless specifically allowed in the contract’s terms and conditions, requests to change or alter unit bid prices after the public bid opening are prohibited.

a. The following requirements also apply to unit bid prices:

11. DECIMAL POINT: Bidders should not insert a unit cost of more than two (2) digits to the right of the decimal point. Digit(s) beyond two (2) will be dropped and not recognized by the Department for the purposes of bid evaluation or contract award.

12. CREDIT CARD FEES: Bidders must incorporate into their unit bid price(s) submitted all costs and fees associated with the State’s use of a payment (credit) card.

13. DISCOUNTS: While bidders may offer to the Department discounts for prompt payment and other similar incentives, discounts and incentives these will not be used to alter the submitted unit bid price(s) for purposes of bid evaluation and contract award. This section only applies to bids awarded to the lowest responsive and responsible bidder either by individual bid item or group of bid items and does not include bids which are awarded to all responsive and responsible bidders (i.e. Multiple Award Contracts).

14. MULTIPLE AWARD CONTRACTS: Pursuant to Ohio Revised Code 5513.02, the Department may award Contracts to all responsive and responsible bidders for articles (i.e. bid items) meeting the general specifications provided. These are referenced by the Department as ‘Multiple Award Contracts’.