229-25_Spec_2024-09-11_BID.pdf

ITB 229 STATEWIDE CRANE AND HOIST SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation is to establish contract pricing to provide OSHA compliant periodic inspections and testing, installation and replacement, maintenance and repair/emergency repair to cranes and hoists at various locations in all ODOT Districts 1 through 12 and ODOT Central Office

Facilities, all in accordance with the enclosed terms, conditions and specifications. Vendor shall provide all labor, equipment, material, and incidental items necessary to perform the contracted services.

Section 2: Contract Duration

The effective duration of this agreement shall be from January 1, 2025, through December 31, 2026.

Section 3: Award

Award will be made to the lowest responsive and responsible bidder by individual ODOT District.

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 7 below.

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.

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

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

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

Section 4: 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 crane and hoist equipment, contact the appropriate District Facilities Program Administrator or their designated representative, between the hours of 7:00 AM and 4:00 PM 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 https://ohiopays.ohio.gov/

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 330-308-3934

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 5: General Requirements

• Proper crane and hoist operation and satisfactory regulatory compliance is essential to a core function of ODOT; therefore, downtime must be kept to a minimum. See Section 7: Labor,

7.1.1.1 and 7.1.2.1 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.

• 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 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 6: Scope of Service

6.1: Periodic Inspection/Certification Services

Vendor shall provide OSHA compliant periodic inspections and testing in accordance with the manufacturer’s recommendations and the requirements outlined in OSHA Regulations and

Standards 29 CFR Part 1910 and any subsequent versions thereof. Vendor’s bid prices for periodic inspections shall be flat rate and all inclusive. All-inclusive rate(s) include a minimum of the specifications contained in OSHA Standards 29 CFR Part 1910 and include any travel time, necessary supplies, job site cleanup, man lifts, environmental fees, etc.

The awarded vendor shall notify the appropriate District Facilities Maintenance Supervisor or their designated representative not less than two (2) days prior to all periodic inspections at each location. Site visits where inspections cannot be performed due to being unannounced and unscheduled shall be wholly at the awarded vendor’s expense.

Elapsed time between periodic inspection visits at each facility or remote site shall be within thirteen

(13) months of the previous inspection. 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.

6.2: Establishing Frequent Inspection Requirements

Due to the varying utilization of cranes and hoists throughout the state, the awarded vendor will need to work directly with the garage manager at each site to determine utilization of each piece of equipment. From this conferencing, the vendor will establish a checklist of what frequent inspection requirements will need to be completed by ODOT staff between required periodic inspections. The certificate record must be regularly updated upon completion of each visit to reflect the periodic and frequent inspection and testing items performed. Upon award of the contract, the Vendor shall, at his own expense, create, furnish and provide to the appropriate ODOT Facility Manager or designee for approval, a certificate record updated as necessary and placed in every facility where inspections, testing and repairs are completed. The awarded vendor is not responsible for frequent inspections unless specifically required by OSHA Standards.

6.3: Regular Call-Out Service and Repairs

Vendors shall provide regular call-out service and repairs for non-critical crane and hoist 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.

6.4: Emergency Call-Out Service and Repairs

Vendors shall provide emergency call-out service and repairs for crane and hoist 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).

6.5: 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.

6.5.1: 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 project cost.

• Detailed proposed material breakdown showing items required with acquisition cost and vendor specified markup.

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

• 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

• 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

6.5.2: Notification to Statewide Facilities Operations

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

Timothy.Brunney@dot.ohio.gov

6.5.3: 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.

6.6: 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.

Vendor shall submit to the District Facilities Program Administrator or their designated representative 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, and the crane and/or hoist serviced model and serial number with location.

6.7: 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.

mailto:Timothy.Brunney@dot.ohio.gov

6.8: Removal of Equipment from Service

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.

6.9: 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 7: Labor

7.1: Labor Rates

Quoted labor rates shall be all-inclusive (per hour rates quoted shall include all equipment including trucks, man-lifts, ladders, etc.) for performing repairs to the systems and associated components covered by this contract and 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.

7.1.1: 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.

7.1.1.1: 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.

7.1.1.2: 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.

7.1.2: 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.

7.1.2.1: 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.

7.1.2.2: 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.

7.1.3: 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.

7.2: 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.

Section 8: 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 9: 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 10: Vendor References

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

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

Note: Failure to provide references as set forth above may result in determining a bid nonresponsive.

Section 11: Vendor Facilities

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

Section 12: 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. 11/08/2023, 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 in addition to the required items in the Department’s Standard Terms and Conditions:

• 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

Section 13: Public Liability Insurance

The bidder shall provide to the Department upon request, evidence of Commercial General 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.

Section 14: 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. Failure to provide the all-inclusive cost per OSHA compliant periodic inspection on all required sites within each

District may be just cause for the vendor’s bid to be considered non-responsive for any District where all required sites are not bid.

• Base Pricing Page

a. Regular Call-Out Service and Repairs Labor Rate

b. Emergency Call-Out Service and Repairs Labor Rate

c. Additional Quoted Services and Replacement Equipment Projects Labor Rate

d. All-Inclusive Regular and Emergency Call-Out Mobilization/Service Call Fee

e. Vendor Specified Markup, not to exceed 15%, on vendor provided materials and supplies

• District Pricing Page (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.)

a. All-Inclusive Cost Per OSHA compliant periodic inspection fee for each crane/hoist identified on each district pricing page

b. Corresponding Vendor Facility # from the Vendor Facilities Pricing Page that will service the specific equipment listed