186A-26.pdf

186A-26

ITB 186A OIL/WATER INTERCEPTOR MAINTENANCE AND SERVICE

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this request is to establish pricing for oil/ water interceptor pumping and cleaning services at varied facilities owned by the State of Ohio, Department of Transportation including all

ODOT Districts 1 through 12 and ODOT Central Office Facilities in accordance with the specifications and ODOT’s standard terms and conditions contained herein. Vendor shall furnish all labor, equipment, materials, and incidental items necessary to perform the requested services.

Included in this service will be pumping and cleaning of oil/water separators, oil/water interceptors, holding tanks, cisterns, sludge/grit traps, pits, pipes, sand filters, trench drains, and any other associated equipment as requested by the ODOT District Facilities Program Administrator or their designee.

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

ODOT will accept all responsive and responsible 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.

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: 186-26 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 7:00 A.M. and 4:00 P.M.

Monday through 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 operation of the oil/water interceptor devices covered by this contract is directly connected to a core function of ODOT; therefore, maintenance and service of said devices shall be performed in a timely manner. See Section 7.1.1.1: Notification for 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 so as to not interfere with building operation or if 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 provided 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.

• 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 with State requirements.

• The contractor 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 become evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from the 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, 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 awarded vendor(s) shall provide routine pumping services and additional quoted services for removal of industrial wastewater, all sludge and any hard-packed sediment contents of oil/water interceptor devices and connected components at the requested site(s).

The awarded vendor shall arrive at the requested site with all equipment necessary to perform the services as described herein.

Vendors should assume there will be some quantity of hard-packed sediment contained in the devices covered by this contract that shall be removed during each requested service.

The capacity of the interceptor devices listed in the pricing documents is approximated with the most current information available at the time of this invitation to bid and is to be used for the general guidance of bidders only.

At no time throughout the duration of the contract awarded pursuant to this invitation will the

Department pay for any of the following items for equipment or personnel:

• Hourly travel rates of any kind

• Mileage fees of any kind

7.1: Routine Pumping Services

Routine pumping services for removal of industrial wastewater, all sludge and any hard-packed sediment contents of oil/water interceptor devices and connected components at the requested site(s) at the unit bid price listed in the pricing documents.

All labor, materials, supplies, and mobilization costs required for routine pumping services shall be included in the 500 Gallon Unit Cost bid per device. No additional fees shall be assessed for performing the routine pumping services, unless otherwise permitted by Section 7.1.1.5 and 7.1.2 of these specifications.

7.1.1: Workflow for Services

7.1.1.1: Notification

Upon notification from the appropriate District Facilities Program Administrator or their designated representative, the awarded vendor shall provide services within five (5) calendar days from the date of the first telephone, e-mail or fax notification requesting services. In the event a site needs immediate, emergency service as directed by the District Facilities Program Administrator or their designated representative, the vendor shall make reasonable accommodations to service the site as soon as possible and preferably within twenty-four (24) hours of the first notification requesting services.

7.1.1.1.1: Normal Hours of Operation

Normal hours of operation for the Department are between 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays. All services covered by these specifications shall be performed during these times, unless special permission is granted in advance by the District

Facilities Program Administrator or their designated representative.

7.1.1.2: Testing

It shall be the responsibility of the awarded vendor(s) to ensure that each ODOT location has evaluated the contents of the oil/water separator to ensure that it is industrial wastewater.

7.1.1.3: Removal of Device Clean Out Cover

The awarded vendor shall be responsible for the removal of the device(s) clean out cover(s) upon commencement of services at the requested site.

7.1.1.4: Industrial Wastewater and Sludge Removal

The awarded vendor shall pump all industrial wastewater and liquid sludge from the device(s) at the requested site.

7.1.1.5: Removal of Hard-Packed Sediment

Upon removal of liquid contents, the awarded vendor shall visually inspect the device(s) and all connected components entering the device. If there is hard packed sediment, the vendor shall clean the device(s) and components completely by generally accepted industry standard practices.

The device(s) and all connected components shall be cleaned to as close to like new as possible.

This service shall be included in the cost per five hundred (500) gallon unit rate(s) bid for the specific site when ALL qualifying conditions in Section 7.1.1.5.1 below are met.

7.1.1.5.1: Hard-Packed Sediment Removal Charges Qualifications

The Department SHALL NOT be responsible for any additional costs beyond the five hundred (500) gallon unit rate(s) bid, for a specific site associated with the removal of hard-packed sediment when

ALL the following conditions apply:

• If the awarded vendor holds the current Oil/Water Interceptor Maintenance and Service contract in force at the time of this invitation to bid for the District and site in question, AND

• The awarded vendor provided pumping and cleaning services for the site in question during the current Oil/Water Interceptor Maintenance and Service contract in force at the time of this invitation to bid

7.1.1.5.2: Acceptable Hard-Packed Sediment Removal Charges

When ALL the conditions in Section 7.1.1.5.1 ARE NOT met, the awarded vendor may submit additional charges for the removal of hard-packed sediment in accordance with Section 7.1.2:

Additional Quoted Services, below.

7.1.1.6: Inspection by Designated Representative

Upon completion of the pumping of industrial wastewater and removal of sludge and hard packed sediment, and prior to installation of clean out cover; the vendor shall receive authorization and approval from the ODOT designated representative at the specific location that the device and components are cleaned satisfactorily. Failure to secure authorization and approval from the ODOT designated representative at the specific location may result in the vendor being excluded from future ODOT contract award(s).

7.1.1.7: Installation of the Device Clean Out Cover

The awarded vendor shall be responsible for the reinstallation and sealing of the device(s) clean out cover(s) upon completion of services at the requested site.

7.1.1.8: Disposal Requirements

7.1.1.8.1: Industrial Wastewater Disposal

Removal and proper disposal of all industrial wastewater 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 industrial waste waters were disposed of in accordance with State requirements.

7.1.1.8.2: Solid Waste Disposal

Removal and proper disposal of all solid waste 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 solid wastes were disposed of in accordance with State requirements.

7.1.1.9: Confined Space Conditions

In the event of a complete cleaning situation requiring a confined space permit, the awarded vendor shall obtain the necessary permit and will be reimbursed by the Department at cost.

Proposals for the confined space work shall include a detailed list of the labor and equipment required with their associated hourly rates.

7.1.2: Additional Quoted Services

If the District Facilities Program Administrator or their designated representative and the awarded vendor determines that additional work outside of the normal scope of pumping liquids/sludge and routine hard packed sediment removal and permitted by Section 7.1.1.5.1: Acceptable Hard-

Packed Sediment Removal Charges above, is required, 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.

7.1.2.1: Presentation of Additional Quoted Services Plan and Cost

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

• Detailed proposed equipment breakdown showing all listed equipment with hourly rates and mobilization fee.

• Required permits and associated fees

7.1.2.2: 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

7.1.2.3: 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.

7.1.3: 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 ODOT identifying number with a detailed description of the reason for the visit and actions taken during the visit.

Following completion of each service, 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.

7.1.4: 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.

7.1.5: Equipment and Transport

The awarded vendor shall send equipment with capacities sufficiently capable of pumping the entire site and any necessary equipment required for the removal of hard-packed sediment in one

(1) trip. If multiple pieces of equipment are necessary to achieve the required capacity and hard-packed sediment removal needs, they must be included in the bid price.

mailto:Timothy.Brunney@dot.ohio.gov

Contents shall be transported in an approved, covered, watertight container(s). Every transport vehicle shall have a working gauge showing the quantity of liquid contents pumped.

7.1.5.1: Vendor Owned Equipment

Each vendor shall specify with their bid, on the Excel pricing spreadsheet, “Vendor Owned

Equipment” tab, a list of their equipment with tank capacities and hourly rates without operator that will service the sites listed in these specifications. Equipment hourly rates will only be charged for services provided in accordance with Section 7.1.2: Additional Quoted Services of these specifications at the rates bid.

7.1.5.2: Rented Equipment

Any rental equipment used to complete the services required by these specifications will be reimbursed by the Department at invoice cost with no vendor markup. Rental equipment fees shall only be paid when the awarded vendor needs to secure rental equipment for the completion of services provided in accordance with Section 7.1.2: Additional Quoted Services of these specifications.

If the awarded vendor secures rental equipment to perform the normal pumping and cleaning services covered by this contract, either due to their own equipment failure or if the specific equipment is not owned, the Department WILL NOT pay any rental costs associated with the rented equipment.

7.1.6: Sign In and Sign Out

Vendor personnel must sign 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 personnel to follow when entering or leaving the District facilities.

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

Section 8: Labor

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 from the District Facilities Program

Administrator or their designated representative.

8.1: Routine Pumping Services

Routine Pumping Services are considered any scheduled pumping services that are performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding State observed holidays.

8.2: Additional Quoted Services

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.

8.3: Mobilization Fee

For work performed in accordance with Section 7.1.2: Additional Quoted Services of these specifications, vendor(s) may submit pricing by individual equipment item, and charge for mobilization of each piece of vendor owned equipment used in conjunction with the additional quoted services.

Only one mobilization fee per individual vendor owned equipment item shall be charged on additional quoted services.

Example: If multiple vendor owned equipment is required for additional quoted services, each specific equipment item shall only be charged one (1) mobilization fee bid per piece of equipment.

Equipment Hourly Rate Mobilization Fee

Tanker $50.00 $10.00 Mobilization Fee

High Pressure Water/Vacuum Unit $25.00 $5.00 Mobilization Fee

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 exceed 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 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 the 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 mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov performance of this contract, plus the vendor specified markup not to exceed 15%. ODOT has determined that the vendor’s 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: Subcontracting

The awarded vendor(s) shall 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 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. The 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.

Section 12: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein and within 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 is 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, driving time and per diem. The Department will not pay any additional charges for such items.

The bid price of the awarded vendor shall be based upon a five hundred (500) gallon unit. Partial five hundred (500) gallon units pumped shall be billed on the prorated basis of the bid price divided by 500 to determine the per gallon cost, then multiply the partial unit amount by the per gallon cost.

Example: 500-gallon unit cost= $289.00. You are called to pump a device with an estimated capacity of 1500 gallons. You pump 1345 gallons. The billed cost will be:

Two full units (1000 gallons) $289.00 * 2 =$578.00

One partial unit (345 gallons) $289/500 gal = $0.578 per gal * 345 gal =$199.41

Total Billed Cost =$771.41

NOTE: In situations where there is system component cleaning by high pressure water, the total amount of liquid pumped and disposed of may be more than the actual capacity of the device.

Any vendor that is awarded a location from this invitation must submit with their invoice a manifest slip from an approved POTW and Landfill (see Section 7.1.1.8) showing the date, time, driver’s name, license number of the truck and the amount for each load of liquid signed by personnel from the site. This information must be received before payment is made.

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

12.1: Minimum Charge

For devices that have a capacity of five hundred (500) gallons or less, the minimum charge shall be the five hundred (500) gallon unit rate bid.

Section 13: 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 twenty percent

(20%) of the amount invoiced or fifty dollars ($50.00), whichever is more.

Section 14: Pricing

Vendors may bid on a single district or multiple districts.

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

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

• Vendor Owned Equipment Tab o The Equipment Year, Manufacturer and Model o The Equipment Capacity and/or additional details enough to adequately describe the equipment capability o The Hourly Rate without operator for use of the equipment o The Mobilization Fee for Additional Quoted Services

• Hourly Rates Tab o Additional Quoted Services Labor Rate for Technician o Additional Quoted Services Labor Rate for Laborer o Markup on vendor supplied parts (not to exceed 15%)

• District Pricing Tab o Five Hundred (500) gallon unit cost per Oil/Water Separator ID

State of Ohio, Department of Transportation (ODOT)

Office of Contract Sales, Purchasing Services

Ohio Buys

Terms and Conditions for Submitting Excel Pricing File in Bid Package

If an Excel File is Present in Ohio Buys

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 2/12/2025)

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 Ohio Buys 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 Ohio Buys.

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 Ohio Buys 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 http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx 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 Ohio Buys 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 Ohio Buys.

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.