Attachment_3_General_Specifications_Appalachian.docx

12455019R0008 Appalachian RD Road Maint Attachment 3 Specs

Contract General Specifications

C1.1 – SCOPE OF CONTRACT

C1.2 – PERSONNEL

1.2.1 Contractor Representative. The contractor shall designate a representative in accordance with FAR 52.236-6 included in Section I of this contract. The name of this person shall be designated in writing and provided to the Contracting Officer.

1.2.1.1. Authority. The contractor representative shall have authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.2.1.2. Response Time. The contractor representative shall be available during normal duty hours (i.e. Monday thru Friday 8am – 5pm) within 4 Hours to meet, at the site of work, with Government personnel designated by the Contracting Officer to discuss and resolve performance issues. After normal duty hours the representative shall be available within 24 hours in case of emergency.

1.2.1.3. Language. The contractor representative must be able to read, write, speak, and understand English.

1.2.2. ACCESS. In most cases, roads are open continuously. The Government will supply a key to the Contractor for roads closed by Forest Service gates. It is the contractor’s responsibility to obtain all keys for closed roads from the District Ranger Office prior to start of work and must be returned when the work included in the Task Order is completed.

C1.3 – QUALITY CONTROL.

1.3.1. QUALITY CONTROL PLAN. The contractor shall establish and maintain a Quality Control Program to ensure the requirements of the contract are achieved.

1.3.2. PLAN CONTENTS.

1.3.2.1. Inspection System. An inspection system must cover all of the services listed in the “description” column of the Performance Requirements Summary (PRS). The inspection system need only cover items included in the task orders. It must specify the work items to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, or the title of the individual(s) who will perform the inspection. The inspection system must provide for a written record of inspections and results.

1.3.2.2. Methods. Identify the proposed methods for identifying and preventing defects before the level of performance becomes unacceptable.

1.3.2.3. Records. The contractor shall maintain on-site records of all inspections and necessary corrective action(s) taken. This documentation shall be furnished at the time payment is requested, or when requested by the Contracting Officer’s Representative during the term of the contract. Project inspectors reserve the right to check contractor’s Quality Control Inspections at any time during the life of a task order.

1.3.3. GOVERNMENT REVIEW. The Government will review the Contractor Quality Control Plan to determine if it is adequate within 10 calendar days of submission. If the plan is found to be adequate, the Government will authorize the plan. If the plan is not adequate as submitted, the deficiencies will be identified to the contractor in writing. The contractor shall correct all identified deficiencies and submit a corrected Contractor Quality Control Plan prior to start of work.

C1.4. QUALITY ASSURANCE.

1.4.1. CONTRACTING OFFICER'S REPRESENTATIVE (COR). COR(s) will be appointed to monitor contractor performance and have the right to inspect and accept or reject the services provided under the contract. The name and telephone number of each COR under the contract will be furnished to the contractor in writing by the Contracting Officer.

1.4.2. GOVERNMENT TECHNICAL MONITOR. A Project government technical monitor will be appointed to monitor contractor performance and have the right to inspect and accept or reject the services as required by the contract. The inspector will monitor the contractor's performance under this contract using the method(s) of surveillance specified in the Quality Assurance Surveillance Plan (QASP). All monitoring observations will be recorded by the government. When an observation indicates defective performance, the inspector will request the contractor's representative to confirm defective work and perform corrective work.

1.4.3. PERFORMANCE EVALUATION MEETINGS. The contractor’s representative and/or project manager may be required to meet weekly with the COR or others during the first month of the contract. Meetings shall be as often as necessary thereafter as determined by the Contracting Officer. If requested by the Contractor, a meeting will be held whenever a Notice of Noncompliance is issued. The meetings shall focus on contractor performance and actual or potential problems. A mutual good faith effort shall be made by all parties to resolve all issues. The written minutes of these meetings shall be signed by the parties to the discussion. Should the contractor not concur with the minutes, the contractor shall so state any areas of non-concurrence in writing to the Contracting Officer within seven working days of receipt of the minutes.

1.4.4. CONTRACTOR NOTIFICATION RESPONSIBILITIES. To facilitate timely inspections, the contractor shall inform the Project Inspector of the proposed operation schedule on a weekly basis. It is the Contractor’s responsibility to notify the Inspector or COR if the schedule changes. Should the Contractor be unable to notify the Inspector, notify the COR or CO, in that order.

C1.5. Physical Security

1.5.1. KEY CONTROL. The contractor shall establish and implement methods of ensuring that all keys issued to the contractor by the Government are not lost or misplaced and are not used by unauthorized persons. No keys issued to the contractor by the Government shall be duplicated. The contractor shall develop procedures covering key control that shall be included in the quality control plan. ALL keys issues by the Government are to be returned prior to final payment request.

C1.6 PERIODS OF OPERATION

1.6.1. Task orders may be issued at any time. Actual grading periods are subject to temperature and moisture content restraints as specified in Attachment 3, Section C-6.

C1.7. DOCUMENTATION AND RECORDS.

1.7.1. The contractor shall maintain records of accomplishment using the Daily Accomplishment Report form shown in Attachment 4. Reports are to be updated Daily, COR/ government technical monitor reserves the right to view these documents at any time during inspection visits. These reports shall be verified and signed by the Project government technical monitor and submitted to the Contracting Officer’s Representative along with the contractor’s invoice for payment and shall be become the property of the Government. No payment or acceptance shall be made prior to receipt of these records.

1.7.2. All documentation, records and schedules as described in the PWS that are the responsibility of the contractor, are the property of the Government and shall be turned over to the Government upon completion or termination of the contract. All records are subject to the Freedom of Information and/or Privacy Acts and any requests for release of any records shall be handled accordingly.

C1.8. PAYMENT PROCEDURES.

1.8.1. The Government may make progress payments as the work proceeds per the Contractor’s request. The Contractor shall make this request by submitting the following to the COR:

1. Itemized Invoice that includes your Name/Company Name, Address, City, State, Zip Code, Vendor Number, Delivery Order Number, Invoice Number, and Date. Purchase Order Numbers are not overall Contract Numbers and will be different for each Task Order issued. Delivery Order Numbers typically follow the format AG-XXXX-D-XX-XXXX.

2. Daily Accomplishment Reports for the days covered in the Invoice. Daily Accomplishment Reports are to be signed by the Contractor and Inspector prior to submission.

3. Quality Control Plan inspection records for all roads for which payment is being requested for.

4. A written receipt from the District Office stating that all keys issued to the Contractor have been returned in order to process the Final Invoice.

1.8.2. The COR has 5 working days after the Invoice AND appropriate documentation has reached the billing office to determine if the Invoice is a proper Invoice, containing all information described in section C1.9.1. It is the Contractors responsibility to get the Invoice and appropriate paperwork into IPP (Invoice processing platform. https://www.ipp.gov/). The billing office for these contracts shall be the office address of the COR on file for each task order. If the Invoice is rejected the COR will return the Invoice in IPP stating deficiencies. Once the Invoice has been approved the government has 30 days from the date the COR received the invoice to pay the contractor via Electronic Funds Transfer.

SECTION C-2

ABBREVIATIONS

AASHTO - American Association of State Highway and Transportation Officials.

ABC – Aggregate Base Course

AQL – Acceptable Quality Level

ASTM – American Society for Testing and Materials.

COR – Contracting Officer’s Representative

FAR - Federal Acquisition Regulation System.

FED SPEC - Federal Specifications.

FP-03 - Standard Specifications for Construction of Roads and Bridges on Federal Highway Projects.

MUTCD - Manual of Uniform Traffic Control Devices.

NBS - National Bureau of Standards.

NCDOT – North Carolina Department of Transportation

OSHA - Occupational Safety and Health Administration.

PBSC – Performance Based Service Contract

PRS – Performance Requirements Summary

QA – Quality Assurance (Government Responsibility)

QC – Quality Control (Contractor Responsibility)

QASP – Quality Assurance Surveillance and COR Action Plan

SECTION C-3

GOVERNMENT FURNISHED

PROPERTY/MATERIAL

3.1. Government Keys The Government will provide a gate key to the contractor, if any of the road gates are locked. Refer to section Attachment 3, Section C1.2.3.

3.2. Gravel The Government reserves the right to provide gravel on certain portions of roads, prior to grading. Gravel will be placed to a uniform thickness by tailgating or similar methods ahead of the blading operation. See also Attachment 3, Section C-6.

SECTION C-4

CONTRACTOR FURNISHED

PROPERTY, SUPPLIES, MATERIALS, and EQUIPMENT

4.1 General. Except for those items or services specifically stated to be Government furnished in Section C-3 or other sections of this specification, the contractor shall furnish all equipment, materials, supplies, and incidentals required to perform the tasks identified in this contract in a skillful and workmanlike manner.

SECTION C-5

SPECIFIC TASKS

5.1 Grading Aggregate Surfaced and Non-surfaced Roads - Blading operations to remove ruts, potholes, corrugations and unnecessary berms.

5.1.1 Quality Standard

· Road bed is firm, smooth, and finished to the intended width and cross slope, including turnouts. Aggregate surface material (if present) is uniform depth. Surface is free of ruts, potholes, washes and washboarding.

· Road surface drains completely. Cross slope or crown is a uniform 3% ± 1% or existing slope if steeper than 4%.

· Intersections are smoothly blended. No abrupt grade breaks.

· Ruts, potholes, washboards and wash outs are scarified to the bottom of the defect. No areas of high blading exist.

· No loose rocks larger than 3” in its largest dimension remain on the traveled way and shoulders.

· No debris, trash, or otherwise unsuitable material exists on the traveled way and shoulders.

· Leaves and pine needles generated from ditch(es), traveled way and shoulders are evenly spread over traveled way unless otherwise directed by the COR.

5.1.2 Measurement

Measurement shall be made of actual work, acceptably completed, to the nearest tenth (0.1) of a mile using an odometer or distance measuring instrument calibrated over a measured mile.

5.1.3 Payment

The accepted quantities will be paid at the contract price per unit of measurement for the Section C5.1 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this section.

Pay Item Pay Unit

C5.1(1) Grading Aggregate Surfaced and Non-surfaced Roads Mile

5.2 Cleaning and Reshaping Ditches - Maintaining all ditches in their original location to the shape and grade required to ensure roadway drainage. Clean associated lead-off ditches. Install wattles to contain sediment.

5.2.1 Quality Standard

· Ditches shall be cleaned to a minimum depth of 1 foot (12”) below the edge of shoulder or to rock and the slope of the ditch from the road shoulder to the bottom of the ditch is 2:1 or flatter. Transitions to 18” and 24” culverts are smooth and transition from normal ditch depth to the invert of the culvert in 20’ +/- 5’. Ditch debris shall not be left piled at or around culvert entrances. In no case shall ditches deeper than 24” be cut with a grader blade.

· Ditches shall not allow water to stand.

· Culvert inlets are unobstructed by grass, debris, dirt, brush, or trees less than 4” in diameter within a 3’ radius of culvert inlet. Relief ditches are exempt from this standard.

· Road prism is not cut into.

· Loose rocks that are impeding proper drainage, dirt, slough, debris and deposits are removed from the ditch, including fore slope and back slope. Additional tools may be necessary to clean ditches with depths greater than 12”.

· Back slopes match existing and have not been undercut to a greater height than ½ of the moldboard.

· Silt Traps are cleaned to original dimensions and depth.

· Lead off ditches completely drain.

· Wattles are installed in accordance with the manufacturer’s instructions.

5.2.2 Measurement

Road ditches where work was acceptably performed shall be measured to the nearest tenth of a mile by vehicle odometer. Measurement shall be made of actual ditch work on each side of the road.

No separate measurement will be made of leadoff ditches or roadside ditch silt traps. This work shall be considered incidental to the pay item for cleaning and reshaping ditches.

Wattles will be measured by counting each wattle accepted in place.

5.2.3 Payment

The accepted quantities will be paid at the contract price per unit of measurement for the Section C5.2 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this section.

Pay Item Pay Unit

C5.2(1) Cleaning and Reshaping Ditches Mile

C5.2(2) Wattles, _Type/Size_____________ Each

5.5 Aggregate Surfacing, Type ABC or ABC(M) - Replacement of surface aggregate lost due to traffic wear or erosion.

5.5.1 Quality Standard

· Road bed is firm, smooth, and finished to the intended width and cross slope, including turnouts. Aggregate surface material is uniform depth. Surface is free of ruts, potholes, washes and washboarding.

· Road surface drains completely. Cross slope or crown is a uniform 3% ± 1% or existing slope if steeper than 4%.

· Intersections are smoothly blended. No abrupt grade breaks.

· Ruts, potholes, washboards and wash outs are cut to the bottom of the defect. No areas of high blading exist.

· No loose rocks larger than 3” in its largest dimension remain on the traveled way and shoulders.

· No debris, trash, or otherwise unsuitable material exists on the traveled way and shoulders.

· Leaves and pine needles generated from ditch(es), traveled way and shoulders are evenly spread over traveled way unless otherwise directed by the COR.

5.5.2 Measurement

Measurement will be made to the nearest 0.01 Ton accepted in place, verified by certified weight tickets.

5.5.2 Payment

The accepted quantities will be paid at the contract price per unit of measurement for the Section C5.5 pay items listed in the schedule of items. Payment will be full compensation for the work prescribed in this section.

Pay Item Pay Unit

C5.5(1) Aggregate Surfacing, Type ABC TON

C5.5(1) Aggregate Surfacing, Type ABC (M) TON

SECTION C-6

SPECIFIC TASKS OVERVIEW

TECHNICAL SPECIFICATIONS FOR ROAD MAINTENANCE

The Road Maintenance Schedule specifies the road number and required maintenance activity for each road. Adjustments to these schedules may be made in accordance with applicable FAR clauses. Any such adjustments require prior written documentation from the Contracting Officer.

Soil Moisture Conditions and Temperatures

Suitable moisture conditions for surface blading shall be within the range of five (5%) percent to fifteen (15%) percent by weight. Unless authorized, no surface blading may be performed while the moisture content is outside this range.

No grading or other maintenance operations shall be performed during periods of freeze/thaw or when the ground is frozen.

Aggregate Materials

Aggregate surfacing, if included as a pay item, shall be crushed stone with gradations being obtained by crushing, screening and mixing as necessary. Aggregates shall meet the requirements of NCDOT ABC or NCDOT ABC(M). Aggregate Base Course and shall meet all requirements for gradation, hardness, and durability. Certifications of Compliance are required from aggregate suppliers.

Maintenance and Control of Traffic

For all items of work provide safety signage, barricades, lane closures, flaggers, and other traffic control devices appropriate for the location of the work. Take all necessary precautions for the protection of workers and the public. At a minimum, erect warning signs in advance of any place on the project where operations may interfere with the use of the road or trail by traffic. The minimum may only be used on closed roads where public traffic is not expected, but administrative traffic or pedestrian use is possible. On any open road, more comprehensive warnings and traffic control is required. Maximum delay of any traffic on open roads is 10 minutes. See also, Attachment 3, Section C-1.2.2.

Erosion and Sedimentation Control

If the work of the contract creates potential for soil erosion or silt migration over areas of mature vegetation or natural areas the contractor will be responsible for providing silt fence, straw bales or other suitable containment and will also be required to seed, fertilize , and mulch bare ground areas. Such works includes, but is not limited to culvert cleaning, excess dirt generation from ditch transition cleaning, and disposal of slide or silt trap material. This does not include the newly graded ditch line.

Blading Aggregate Surfaced and Non-Surfaced Roads

Scarify sections of roads where numerous or severe deep defects have developed. Scarification depth shall be to a depth of 6 inches or to the bottom of the defect, whichever is less.

All suitable dislodged aggregate shall be smoothly spread over the entire traveled way to produce proper cross slope or crown. (1/4” to ½” per foot of width).

All suitable aggregate which has been worked onto road shoulders by traffic or maintenance activities shall be reclaimed onto the traveled way. A definite, continuous, and smooth line between aggregate surface and road shoulder shall be obtained. Grass, pine needle, or leaf litter shall be evenly spread within the traveled way after sifting out the surface aggregate. Excessive amounts of grass or leaf litter may be evenly spread along the shoulder if approved by the government technical monitor or COR prior to placement. Excessive amounts of grass or leaf litter containing aggregate may be placed in areas designated by the COR. Berming of litter and litter balls containing aggregate along the fill side shoulder will not be allowed. The contractor shall make as many passes as necessary to assure that the aggregate is sifted out of the grass and leaf litter.

The Forest Service may supply aggregate to be placed by tailgate spreading at any time and in any amount. Finish blading by the contractor is required when aggregate is hauled and spread ahead of the contractor’s blading operations. No additional compensation will be allowed for finish grading government-furnished aggregate as long as the material is deposited by tailgating ahead of the blading operation.

Dislodged rocks of more than 3” in dimension will be removed from the traveled way. EXCEPTION: On non-surfaced roads, where the traveled way material is made up of a substantial amount of rocks over three inches, the contractor will remove those rocks that are greater than 25% larger than the typical stone size on the road. In no case will rocks over 6” be allowed to remain.

If erosion has removed gradable material to the extent that there is not sufficient material within 300 feet to provide the surface smoothness or cross-section specified, notify the Project Inspector prior to proceeding. The government technical monitor or COR may allow a modified cross-section and/or surface smoothness that effectively utilizes available material. The Contractor will not be held responsible for substandard work that results from the lack of suitable material.

Undercutting of road surface at the shoulder will not be allowed.

Blading operations shall include removing all foreign material and debris from bridge decks without allowing any material to fall into watercourses, below. It includes sweeping sand and fines from the bridge decks and depositing the removed material in a location along the roadway that will not allow it to enter waterways or stream courses.

All traveled way widths shall be perpetuated as existing. Dips and swales within the traveled way designed to control surface drainage shall be maintained.

Cleaning and Reshaping Ditches

All ditches shall be maintained in their original location to the shape and grade required to ensure roadway drainage. Drainage structures and road appurtenances shall not be damaged during this operation. Handwork required to properly connect ditch flow to drainage structure inlets is considered a part of this activity. Cleaning lead-off ditches to drain is included in this item of work. Cleaning silt traps that service the roadside ditch(es) or lead-off ditch(es) is included in this work. Restore silt traps to their original dimensions and depth.

If erosion or other existing condition, has removed gradable material to the extent that the specified ditch depth or cross section cannot be maintained, notify the Project Inspector prior to proceeding. The government technical monitor or COR may allow a modified cross-section and/or ditch depth that effectively utilizes available material. The Contractor will not be held responsible for substandard work that results from the lack of suitable material.

All suitable material having the same character as the road surface excavated through ditch cleaning shall be reclaimed and used within the traveled way. Unsuitable material from ditches or silt traps shall be spread along road shoulders, in depressions, or on fill slopes in a manner which will not affect watercourses, traveled way or shoulders. Unless otherwise directed, required to meet culvert inverts, or required to maintain positive flow of water, ditches shall be cleaned to a depth of 1 foot (12”) below the shoulder of the road and the slope of the ditch from the road shoulder to the bottom of the ditch is 2:1 or flatter. Deeper ditches may be required to maintain positive drainage or to match culvert entrances. No debris from ditches shall remain in or around culvert entrances.

ATTACHMENT 3