2025 Jefferson County Asphalt Statement of WorkJ.docx

PennDOT Statement of Work

Overview

The purpose of this solicitation is to procure asphalt for PennDOT Jefferson County. This Invitation for Bid (hereafter referred to as “IFB”) is governed by the attached Terms and Conditions.

PennDOT Jefferson County is requesting bids for the below materials:

1. WM9.5MM,SRL=ANY,ESAL=ANY,PG64-22 (PennDOT Material #322472)

2. WM9.5MM,SRLH,3-<30MESAL,PG64E-22 (PennDOT Material #360148)

3. WM12.5MM,SRL=M,0-0.3ESAL,PG64-22 (PennDOT Material #356789)

4. SP25MM,COURSE,3-<30MESAL,PG64-22 (PennDOT Material #301929) Contact Information

The issuing officer of this IFB is Nathan Sykes who will act as the sole point of contact. Any/all questions must be submitted via email at nasykes@pa.gov. All questions/answers will be posted as an addendum to this IFB.

Please note that questions will only be accepted during the first week of the two-week solicitation.

Location of Work

The above-mentioned asphalt will need to be delivered to the following location(s):

Schedule of Work

Delivery of the materials is anticipated to start the week of May 5, 2025.

The contractor shall perform the required services between the hours of 6:00 am to 5:00 pm Mondays through Thursdays unless other arrangements are made by/with the Department.

No work shall be performed during the following recognized holidays unless written permission is provided by the Department:

1. Memorial Day

2. Independence Day

3. Juneteenth Day

4. Labor Day

5. Columbus Day

6. Veteran’s Day Scope of Work

Overall Specifications:

· To qualify as a bidder, each vendor must have their plant and mix design listed in Bulletin 41. Any materials that do not pass inspection and/or do not meet the requirements in the mix design shall be rejected and removed at the awarded bidder’s expense. The Department will not pay for materials that do not meet minimum requirements.

· Testing and development of mix designs will be the responsibility of the vendor and subject to review and approval by the PennDOT District Material Engineer.

· The material will be delivered by the vendor to the locations noted above (excepting the FOB pickup lines), but the asphalt will be placed by Department forces.

Specific Specifications:

· All PG64-22 products must be 64S unless otherwise specified.

· The awarded vendor is to provide a Warm Mix Asphalt as approved by the District Materials Engineer.

· PennDOT must receive a minimum of 600 tons per day with an expectation of 125 tons per hour delivery unless otherwise noted on the above chart (Location of Work section above). If the awarded vendor is not capable of meeting these quantities while performing under this agreement, their contract may be terminated, and a Performance Issue entry will be made in the Commonwealth Responsibility Program System (CRPS) which could preclude the vendor from receiving future PennDOT awards.

Bidding

This solicitation will be bid online at www.emarketplace.state.pa.us. A link to the solicitation will be sent to each vendor via an emailed eAlert generated by eMarketplace. Only electronic bids submitted through the eMarketplace portal will be accepted.

To be considered for selection, electronic quotes must be submitted on or before the time and date specified in the RFQ. The Department will reject any quotes not received by the RFQ deadline.

Please note that any submitted bids are considered firm bid. Except as provided above, a bid may not be modified, withdrawn, or cancelled by any bidder for a period of sixty (60) days following the time and date designated for bid opening, unless otherwise specified by the bidder in its bid. If the lowest responsible bidder, as determined by the Issuing Office, withdraws its bid prior to the expiration of the award period or fails to comply with the requirements set forth in the IFB (including but not limited to any requirement to submit performance or payment bonds or insurance certificates within the required time period), the bidder shall be liable to the Commonwealth for all costs and damages associated with the re-award or re-bid including the difference between the bidder's price and the actual cost that the Commonwealth pays for the awarded items.

Pay Item Descriptions

All quantities are estimated.

All items bid by the contractor should include any/all related costs such as incidental fuel payments, mobilizations, standard vehicle maintenance, permits, etc.

The line-items in the portal will correspond with the line-item descriptions discussed below.

1. WM9.5MM,SRL=ANY,ESAL=ANY,PG64-22

a. Line item includes delivery of asphalt to paver.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

2. WM9.5MM,SRLH,3-<30MESAL,PG64E-22

a. Line item includes delivery of asphalt to paver.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

3. WM12.5MM,SRL=M,0-0.3ESAL,PG64-22

a. Line item includes delivery of asphalt to paver.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

4. SP25MM,COURSE,3-<30MESAL,PG64-22

a. Line item includes delivery of asphalt to paver.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

5. WM9.5MM,SRL=ANY,ESAL=ANY,PG64-22

a. Line item does not include delivery. The Department would utilize this line for asphalt obtained directly from the vendor’s source by PennDOT equipment/operators.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

6. WM9.5MM,SRLH,3-<30MESAL,PG64E-22

a. Line item does not include delivery. The Department would utilize this line for asphalt obtained directly from the vendor’s source by PennDOT equipment/operators.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

7. WM12.5MM,SRL=M,0-0.3ESAL,PG64-22

a. Line item does not include delivery. The Department would utilize this line for asphalt obtained directly from the vendor’s source by PennDOT equipment/operators.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

8. SP25MM,COURSE,3-<30MESAL,PG64-22

a. Line item does not include delivery. The Department would utilize this line for asphalt obtained directly from the vendor’s source by PennDOT equipment/operators.

b. Line item will be bid by the ton. Vendors should enter their price per single ton.

Additional Required Documents

The below list of required documents must be included in vendor response:

1. Contractor Information Form

2. BOP-2201 Worker Protection Form

3. Domestic Workforce Form

4. GSPUR-89 Reciprocal Limitations Act Form

5. Iran Free Procurement Form Bid Opening

Bid opening will be conducted electronically by PennDOT District 10 via Microsoft Teams at the conclusion of the bidding period as designated on the IFB. Log-in information to attend the bid opening meeting is available on request to the Issuing Officer Nathan Sykes at nasykes@pa.gov.

The result of this solicitation will be a Commonwealth issued Purchase Order to the vendor offering the lowest overall bid total combined. The awarded vendor shall be notified with a “Notice of Award, Notice to Proceed” letter that contains a fully executed Purchase Order for the full amount of the bid. PennDOT will post the resulting bid tabulation to www.emarketplace.state.pa.us shortly after the IFB bid opening.

PennDOT reserves the right to cancel the IFB should no vendor meet project qualification or meet fiscal objectives.

Pre-Pave Meeting

A Pre-Pave meeting is required and will be scheduled prior to the start of paving- date to be determined.

Commencement of Work

After award, the lowest bidder will be called out to perform specific projects no less than three business days in advance. The awardee may not commence any work until they have received a “Call Out” from the PennDOT project manager or their designee.

Daily deliveries will be coordinated with the awarded vendor based on field conditions and Department working hours.

Payment

All items will be paid at the vendor's bid prices for actual work completed and in accordance with the Purchase Order. Please note that billing instructions are included in the IFB Terms and Conditions in section V.20 Contract – 015.2 Billing Requirements (July 2021). The vendor must submit the following forms for payment:

1. Delivery Slips

a. Each truckload must have a receipt noting tonnages etc. given to PennDOT foreperson

2. Invoices for Payment. Note: Invoices must be submitted to Comptroller Operations at ra-ob69180@pa.gov.

a. Invoice including the following information: date of service, asphalt type/line item, and quantity.

Vendor shall be responsible for payments of all permits, licenses, certifications etc. required by law for the proper execution and completion of work. Vendor is responsible to obtain any/all local permits etc. required to complete this project.

The Department shall not be liable for any costs or expenses incurred in the preparation and submission of bids.

Validity Periods

The validity period of this agreement will be listed on the fully executed purchase order.

The Department reserves the right upon notice to the contractor to extend the term of any purchase order for up to three (3) months upon the same terms and conditions. This will utilized to prevent a lapse in service coverage and only for the time necessary, up to three (3) months.

Contractor Performance

During the Contract period, Contractors who perform poor or unsafe work, do not provide services on time, or engage in other unacceptable conduct (e.g. violation of the Contract Terms and Conditions), may be entered into the Commonwealth’s Contractor Responsibility Program (CRP), and may be removed from the list of Qualified Contractors and restricted from supplying future services. Furthermore, entry into the CRP may affect the contractor’s ability to obtain future contracts with all Commonwealth agencies.

Failure by the Contractor to supply equipment that meets the specifications identified within the IFB may result in termination, the Contractor being determined non-responsive, and/or entry into the Commonwealth’s Responsibility Program for Contractor performance.

Contractors shall not issue news releases, internet postings, advertisements or any other public communications pertaining to any projects with the Department without written approval of the PennDOT, and then only in coordination with PennDOT.

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