24_SW contract specs-DMA3-DRAFT2.pdf

ROAD-KILLED DEER DISPOSAL SERVICE

-SPECIAL PROVISIONS-

-INFORMATION-

AGENCY REPRESENTATIVE - The Commission will designate an individual as its representative to the contractor for matters of interpretation, implementation or general discussion concerning the terms and conditions of the contract.

DAMAGE - The Contractor will be held liable for any and all damages to public or private property that may occur as a result of his activities under the contract.

EMPLOYEES - The Contractor will be required to provide to the Commission a complete list of names and addresses, and other related information, of those individuals who will be working as agents for the Contractor under the contract.

All employees will be properly supervised and instructed by the Contractor as to the specific requirements of the contract.

All Contractors that are currently or previously under investigation by the PGC or other law enforcement agencies will be excluded from entering a bid for this project.

INSURANCE COVERAGE - To protect the Commonwealth and the contractor from claims for damages for personal injury (including bodily injury), sickness or disease, accidental death and damage to property including the loss of use resulting from any property damage, which may arise from the activities performed under the Contract or the failure to perform under the Contract, whether such performance or non-performance be by the contractor or by anyone directly or indirectly employed by the Contractor, the Contractor will provide acceptable proof of adequate insurance coverage for: Workman's Compensation, Automotive, Public Liability and Property Damage as a prerequisite to the consummation of the contract agreement. The minimum amounts of liability coverage shall be $250,000 per person and $1,000,000 per occurrence for bodily injury, including death, and $250,000 per person and $1,000,000 per occurrence for property damage.

Such policies shall name the Commonwealth as an additional insured and be occurrence rather than claims-made policies.

CARCASS IDENTIFICATION - All deer heads from within the described Disease Management Area 3 (DMA3) road-killed deer (RKD) contract area must be securely tagged with the date, name of individual collecting the deer, and specific location at which the deer was recovered or collected.

All location tags will be supplied by the Commission (sample attached). All information requested on the tag must be completed. Location must include county and township and geographic coordinates (in decimal degrees), and some combination of 911 address, state highway number and segment number and offset, other road number or name and nearest intersection or identifying landmark. For road-killed deer picked up not previously reported (by PGC notification), a photo must be taken showing the carcass and location to include identifiable signage or landmarks. Said photo must be maintained and available upon PGC request.

The contractor will remove the head from each deer, ensuring approximately 4 inches of neck below the head remains attached per Game Commission instruction.

• Deer heads with location tags attached will be placed in a bag prior to delivery to a designated location. No more than three deer heads will be placed in each bag. OR

All road-killed deer heads from within the DMA3 RKD contract area will be delivered to State Game Lands (SGL) #244; OR State Game Lands (SGL) #248 (when made available for use), OR other locations as may be developed during the life of the contract as follows:

The contractor will place bagged and tagged deer heads in a storage cooler, supplied by the Commission, at the SGL #248 building located at 469 Chestnut Ridge Road, Penn Run 15765, Indiana Co (when made available for use); OR SGL #244 Food & Cover Headquarters located at 103 McPherson Lane, Brookville, PA 15825, Jefferson Co, OR other locations as may be developed during the life of the contract. Deer heads will be delivered to the aforementioned locations no more than 48 hours after pick-up.

The contractor will deposit deer carcasses, less the aforementioned deer heads, into a Pennsylvania Department of Environmental Protection approved landfill or approved refuse transfer station.

The contractor may not take any action when a deer has been struck and is not yet dead. Once a police officer or Game Commission officer has dispatched the animal, the contractor may then remove the carcass.

SPECIFICATIONS AND REQUIREMENTS

The following information covers details concerning the proposed per-deer bid for head collection and disposal services for road-killed deer to be performed within portions of Armstrong, Indiana, and Westmoreland counties, Pennsylvania. One contract will be awarded for this entire area.

- EXPIRATION OF CONTRACT -

The Contract will commence at midnight July 1, 2024 and expire at midnight, June 30, 2025, with an option to renew for up to one more year as determined by the Pennsylvania Game Commission’s needs and upon mutual agreement of both parties (see below). The Pennsylvania Game Commission reserves the right to cancel the contract at any time during the life of the contract. In the event cancellation becomes necessary, the Contractor will be given written notification thirty

(30) calendar days prior to the effective date of the contract termination.

- ASSIGNMENT-

This agreement shall not be assigned in whole or in part.

- INDEMNIFICATION -

The contractor shall at all times hereafter indemnify and hold harmless the Commission from and against all and any detriment, damage, loss, claims, demands, suits, costs and expenses not herein provided for which the Commission may suffer, sustain or be subjected to, directly or indirectly by reason of this contract, or the negligent acts or omissions of the contractor, his employees or agents.

SERVICES - To provide for the removal and transportation of white-tailed deer, or major parts thereof, which are dead and clearly visible; on, along, or within fifty (50) feet from the edge of any roadways, to include federal and state highways, and township roads “which is [are] publicly maintained and open to the use of the public for vehicular travel” within portions of Armstrong, Indiana, and Westmoreland counties, Pennsylvania as defined in the following section.

Please see attached map and list of municipalities to be included in this contract. Only municipalities in Armstrong, Indiana, and Westmoreland Counties are included in this contract, and only those in the list provided.

The contractor will place bagged and tagged deer heads in a storage cooler, supplied by the Commission, at the SGL #248 building located at 469 Chestnut Ridge Road, Penn Run 15765, Indiana Co (when made available for use); OR SGL #244 Food & Cover Headquarters located at 103 McPherson Lane, Brookville, PA 15825, Jefferson Co, OR other locations as may be developed during the life of the contract. Deer heads will be delivered to the aforementioned locations no more than 48 hours after pick-up.

All road-killed deer carcasses and parts thereof, minus the head, from within the DMA3 RKD contract area will be transported to and disposed of in a Pennsylvania Department of Environmental Protection approved landfill or approved refuse transfer station.

The contractor may not take any action when a deer has been struck and is not yet dead. Once a police officer or Game Commission officer has dispatched the animal, the contractor may then remove the carcass.

NOTIFICATION - The contractor shall maintain a dedicated answering service in the form of a computer email account capable of receiving and viewing attachments in jpeg, pdf, or word-processing format to accept notification regarding the location of RKD. This answering service shall be available for use by PGC’s Central Dispatch seven (7) days per week. Staff in the PGC Central Dispatch will send via email attachment daily or as necessary, a list of RKD to be removed and their locations. The contractor will be expected to remove deer within a reasonable period of time, but in any event no later than 24 hours after notification. Leaving an electronic message with the answering service fulfills the Commission's notification obligations to the contractor.

The contractor will send an email to satrusso@pa.gov and mobyrne@pa.gov or other designated Southwest Region staff within 24 hours of head drop-off.

mailto:satrusso@pa.gov mailto:mobyrne@pa.gov

CARCASS TRANSPORTATION – All deer heads collected within the DMA3 RKD contract area will be tagged and transported by the Contractor per preceding instruction to the PGC facilities located at SGL #248 (when made available for use); OR SGL #244; OR other locations as may be developed during the life of the contract. At the facility, deer heads will be placed by the Contractor in storage coolers as instructed and provided by the Commission. All road-killed deer carcasses and parts thereof, minus the head, from within the DMA3 RKD contract area will be transported to and disposed of in a Pennsylvania Department of Environmental Protection approved landfill or approved refuse transfer station.

EQUIPMENT - The contractor is responsible for supplying all necessary equipment needed to fulfill the contract, except for items specifically stated as being supplied by the Commission.

Contractor-provided equipment will include a vehicle (such as a pickup truck or SUV with trailer or racks capable of holding several deer carcasses simultaneously), GPS unit that will report coordinates in decimal degrees, a device for quickly and cleanly severing necks of deer (for example chainsaw, large branch loppers, reciprocating saw, etc.), and bags for heads.

SAFETY EQUIPMENT - The contractor shall be held responsible for the safety of the general public and his/her employees while acting under the authority of this contract. Such items as flashers, rotating yellow lights, reflective clothing, gloves, and other safety equipment shall be used by the contractor to protect the general public and employees.

REPORTING - The contractor shall report, on forms supplied by the Commission, the date, number, sex, and specific location of pick up on a weekly basis.

REQUIRED MEETINGS – Contractors may be required to attend an initial meeting after the contract is awarded and then additional meetings as needed with PGC staff at the Game Commission Southwest Region office, 4820 Rt. 711, Bolivar PA or other designated location.

Additional meetings may be scheduled as needed with Game Commission staff to review work being performed and to discuss contract issues.

DISPUTES - Any question or situation regarding any of the items discussed or enumerated within this contract that may become questionable based upon matters of intent or interpretation will be resolved in the following manner:

1. Questions of law - Nothing contained in this contract will be construed so as to supersede the Game & Wildlife Code.

2. Questions of action or intent -

All discussion or interpretation regarding any question or circumstance(s) not specifically covered by application of the Game & Wildlife Code; or any other existing applicable Codified Code(s); or within the language of this Contract will be decided by the proper authorities of the Pennsylvania Game Commission and all such decisions following due discussion(s), will be considered final.

- PAYMENT -

INVOICES - Invoices for deer removed and transported to the designated facility and landfills shall be submitted to the Commission for payment on a monthly basis. No invoice will be considered for payment until the Commission receives the aforementioned weekly reports.

The contractor will be paid only for services performed. When the contractor attempts to pickup a RKD, and it is gone upon arrival, the contractor will be paid at the rate of 25% of the bid price. Such deer will be listed on the weekly report as GOA (Gone On Arrival).

CONTACT INFORMATION:

Southwest Region - Armstrong, Indiana, and Westmoreland counties – Patrick Snickles, 1-833-

PGC-HUNT (1-833-742-4868).

ATTACHMENTS

Municipalities to be included in this contract:

MUNICIPALITY MCDTYPE COUNTY

APOLLO BORO ARMSTRONG

ATWOOD BORO ARMSTRONG

BETHEL TWP ARMSTRONG

BOGGS TWP ARMSTRONG

BURRELL TWP ARMSTRONG

COWANSHANNOCK TWP ARMSTRONG

DAYTON BORO ARMSTRONG

ELDERTON BORO ARMSTRONG

FREEPORT TWP ARMSTRONG

FORD CITY BORO ARMSTRONG

FORD CLIFF BORO ARMSTRONG

GILPIN TWP ARMSTRONG

KISKIMINETAS TWP ARMSTRONG

KITTANNING TWP ARMSTRONG

LEECHBURG BORO ARMSTRONG

MAHONING TWP ARMSTRONG

MANOR TWP ARMSTRONG

MANORVILLE BORO ARMSTRONG

NORTH APOLLO BORO ARMSTRONG

NORTH BUFFALO TWP ARMSTRONG

PARKS TWP ARMSTRONG

PLUMCREEK TWP ARMSTRONG

RAYBURN TWP ARMSTRONG

REDBANK TWP ARMSTRONG

RURAL VALLEY BORO ARMSTRONG

SOUTH BEND TWP ARMSTRONG

SOUTH BETHLEHEM BORO ARMSTRONG

SOUTH BUFFALO TWP ARMSTRONG

VALLEY TWP ARMSTRONG

WAYNE TWP ARMSTRONG

ARMSTRONG TWP INDIANA

BANKS TWP INDIANA

BLACKLICK TWP INDIANA

CANOE TWP INDIANA

CENTER TWP INDIANA

CHERRY TREE BORO INDIANA

CHERRYHILL TWP INDIANA

MUNICIPALITY MCDTYPE COUNTY

CLYMER BORO INDIANA

CONEMAUGH TWP INDIANA

CREEKSIDE BORO INDIANA

EAST MAHONING TWP INDIANA

GLEN CAMPBELL BORO INDIANA

GRANT TWP INDIANA

GREEN TWP INDIANA

HOMER CITY BORO INDIANA

INDIANA BORO INDIANA

MARION CENTER BORO INDIANA

MONTGOMERY TWP INDIANA

NORTH MAHONING TWP INDIANA

PLUMVILLE BORO INDIANA

RAYNE TWP INDIANA

SALTSBURG BORO INDIANA

SHELOCTA BORO INDIANA

SMICKSBURG BORO INDIANA

SOUTH MAHONING TWP INDIANA

WASHINGTON TWP INDIANA

WEST MAHONING TWP INDIANA

WHITE TWP INDIANA

YOUNG TWP INDIANA

ALLEGHENY TWP WESTMORELAND

AVONMORE BORO WESTMORELAND

BELL TWP WESTMORELAND

EAST VANDERGRIFT BORO WESTMORELAND

HYDE PARK BORO WESTMORELAND

LOYALHANNA TWP WESTMORELAND

NEW ALEXANDRIA BORO WESTMORELAND

OKLAHOMA BORO WESTMORELAND

SALEM TWP WESTMORELAND

VANDERGRIFT BORO WESTMORELAND

WASHINGTON TWP WESTMORELAND

WEST LEECHBURG BORO WESTMORELAND

Map of municipalities included in this contract for road-killed deer pick-up.

Example of DMA3 RKD deer head tag