240-24.pdf

ITB 240 HVAC MAINTENANCE, REPAIR AND REPLACEMENT SERVICES

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The purpose of this invitation is to establish contract pricing for mechanical on demand and emergency repair services, replacement equipment purchase and installation and requested preventive maintenance agreements for heating, ventilating and air conditioning (HVAC) equipment and associated components at various ODOT locations in all twelve (12) ODOT Districts and Central Office in accordance with these specifications and ODOT’s standard terms and conditions contained herein with vendors within a reasonable geographical region of the District requesting service.

Section 2: Contract Duration

The effective duration of this agreement shall be from January 1, 2024, through December 31, 2025.

Section 3: Ohio Buys Contracting

Vendors are advised that ODOT is now conducting contracts through the Ohio Buys system.

Prospective bidders are required to complete the necessary steps in Ohio Buys before they will be permitted to bid on this invitation. Vendors can find additional information on Ohio Buys at the link below:

Accessing OhioBuys | State of Ohio Procurement

Section 4: Multiple Award

ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to no more than the two (2) lowest responsive and responsible bidders per ODOT

District based on the total of eighty percent (80%) of all hourly labor rates and twenty percent

(20%) of the mobilization/service call fee per single repair event pursuant to O.R.C. 5513.02.

Vendors should only bid on Districts within their geographical region where they can provide service in accordance with Section 8: Labor of these specifications. Please see the attached state map with District locations and the counties they encompass.

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 AM and 4:00 PM

Monday thru Friday, excluding State holidays to schedule a site visit.

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 https://procure.ohio.gov/bidders-and-suppliers/resources/02_Accessing+OhioBuys

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 HVAC system operation is essential to a core function of ODOT; therefore, downtime must be kept to a minimum. See Section 8: Labor, 8.1.1.1 and 8.1.2.1 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.

• 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 to 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 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

7.1: On Demand and Emergency Service and Repairs

Vendors shall perform service, maintenance, repair and emergency repair based on the bid labor rates for the systems covered by this contract at the requested site(s) when contacted by the

District Facilities Program Administrator or their designated representative.

7.2: Additional Quoted Services

7.2.1: Preventive Maintenance Agreements

Due to the wide variety of equipment types, manufacturers and individual site utilization at ODOT facilities, it is highly prohibitive to establish a comprehensive list each of the preventive maintenance activities involved with individual equipment for multiple, seasonal preventive maintenance visits.

Therefore, upon request from the District Facilities Program Administrator or their designated representative, the awarded vendor(s) shall perform a site survey of equipment at the requested site(s) and create a customized preventive maintenance agreement proposal for each site requested.

Agreements shall be customizable when determining the following:

• Equipment or system to be serviced

• Frequency of service (by each piece of equipment or system and site)

• Scope of service (by each piece of equipment or system)

Upon acceptance of the proposal based on the preventive maintenance labor rates bid and receipt of a purchase order, the awarded vendor shall commence preventive maintenance visits in accordance with the specifications of the accepted preventive maintenance agreement.

7.2.1.1: Preventive Maintenance Service Minimum Requirements

Preventive Maintenance calls shall include, but are not limited to, checking and adjusting if necessary, the performance of all components and testing, adjusting, calibrating, lubricating and cleaning of included system components in accordance with any and all manufacturer recommendations and generally accepted HVAC service best practices.

7.2.2: Air Filter Service

When requested, the vendor shall provide air filter replacement services for all units which include labor, frames and replacement filter media and other materials necessary for this service. Frame filters shall be of the replaceable type constructed of a permanent filter frame made of rigid materials. The filter shall consist of separate frame and filter media to allow a variety of options in types of filter media if necessary.

The frames shall be sized to fit the units to prevent blow-by in the system. Filter media shall be standard polyester fiber and shall be bonded together preventing fiber shedding and blow through for maximum efficiency. It shall be available in either dry or tackified type and shall have an average

A.F.I. rating of not less than 81% efficiency. It shall be of the fire retardant type of at least a class 2 rating. For systems which have washable or reusable filters, those filters shall be effectively cleaned and sprayed with a tack material in accordance with the manufacturers’ recommendations.

7.2.3: Replacement Equipment Projects

If the District Facilities Program Administrator or their designated representative determines that 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

7.3: Presentation of Additional Quoted Service 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 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

• 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

7.3.1: 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 mailto:Timothy.Brunney@dot.ohio.gov

7.3.2: Acceptance of Additional Quoted Service and Commencement of Work

Upon written acceptance of additional quoted service 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.

7.4: 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 with a detailed description of the reason for the visit and actions taken during the visit.

Following completion of each visit, 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 five (5) days of the ODOT request in accordance with Section 7.2 above.

7.5: 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.

7.6: 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.

7.7: Equipment

7.7.1: Vendor Owned Equipment

All vendor owned equipment larger than typical hand tools utilized in the execution of this contract will be paid by the Department at the appropriate vendor provided rate listed on the Vendor

Owned Equipment tab of the pricing spreadsheet. All rates shall include the equipment use and any mobilization fee. Labor expenses for the operation of vendor owned equipment shall be itemized and paid based on the hourly rates bid for labor.

7.7.2: Rental Equipment

All rental equipment utilized in the execution of this contract will be reimbursed by the Department at invoice cost with no vendor markup. Compensation for the time involved to pick up and return rental equipment where delivery and pick up are not included in the rental fees shall be included in the labor breakdown portion of the invoice or approved project plan. The vendor shall include with its invoice the original rental equipment invoice for verification of costs.

7.8: Mobilization/Service Call Fees

Vendor(s) may submit pricing by District for and charge a mobilization/service call fee for On

Demand and Emergency Service and Repairs for a single repair event. 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.

7.9: Materials and Supplies

All materials and supplies shall be designed for use. The Vendor shall utilize all replacement parts from manufacturers whose parts are equal to or better than the original equipment manufacturer

(OEM) components whenever possible. All parts must be installed according to the manufacturer’s specifications and recognized practices. The use of reconditioned parts or components shall not be permitted under any circumstances unless OEM components are no longer available.

Compensation for the time involved obtaining materials and parts shall be included in the labor breakdown portion of the approved project plan.

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 a part 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 8: Labor

For this contract, the awarded vendor must employ trained, experienced and certified HVAC service technicians. The awarded vendor must only assign Technicians to this contract that have a minimum of three (3) years’ experience in the inspection, testing and maintenance and service of

HVAC systems and components. Documents providing proof of experience for employees of the awarded vendor shall be provided to the District Facilities Program Administrator or their designated representative upon request.

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.

The department reserves the right to place any specialized services covered by this contract out for bid without affecting the terms and conditions of this contract if the awarded vendor is not able to provide certified staff for said specialized services. An example of specialized services would be a

Certified Fume Hood Technician or manufacturer Certified Chiller Technician.

8.1: Labor Rates

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.

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

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.

8.1.1: Standard and Scheduled Service

Standard and Scheduled Service shall be considered any on demand service and/or repairs, scheduled service and repairs and deliveries that are performed between the hours of 7:00 AM and

4:00 PM, Monday through Friday, excluding state holidays.

8.1.1.1: Standard and Scheduled Service Response Time

Vendor shall respond to a call for service from the District Facilities Program Administrator or their designated representative within four (4) hours from the first telephone, e-mail or fax request.

Scheduling of this labor shall be by mutual agreement of the District Facilities Program

Administrator or their designated representative and the awarded vendor designated representative.

8.1.2: Emergency Service

Emergency service shall be considered any unscheduled work that is provided by the vendor during normal working hours or after normal working hours upon notification by the District Facilities

Program Administrator or their designated representative. Any situation that results in non-operational equipment for a site that could endanger the occupants or subject the facility to damage shall be considered an “Emergency” by ODOT as directed by the District Facilities Program

Administrator or their designated representative.

After Hours Emergency Service performed between the hours of 4:00 PM and 7:00 AM Monday through Friday and twenty four (24) hours per day on Saturdays, Sundays and state holidays shall be paid at the After Hours Overtime/Emergency labor rate(s) listed in the pricing documents. No overtime charges will be approved for payment without prior approval of the District Facilities

Program Administrator or their designated representative.

The hourly charges, as quoted by the contractor, shall include all labor costs related to providing emergency service.

8.1.2.1: Emergency Service Response Time

Emergency service shall consist of having the contractor’s certified technician arrive at the applicable ODOT Facility within two (2) hours after notification by the District Facilities Program

Administrator or their designated representative that emergency service is needed from the first telephone, e-mail or fax request. The contactor must be capable of responding at any time of the day or night upon notification by telephone that a situation exists, or emergency has occurred. The contractor must have adequate personnel available to provide emergency services twenty-four (24) hours per day, three hundred sixty-five (365) days per year. Emergency service performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays shall be paid at the Standard and Scheduled Service rate(s) listed in the pricing documents.

8.1.3: Additional Quoted Service

8.1.3.1: Preventive Maintenance Services

Preventive maintenance service shall be considered scheduled maintenance tasks performed in accordance with an approved preventive maintenance agreement. All preventive maintenance services 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.

The contractor shall notify the appropriate District Facilities Program Administrator or their designated representative not less than two (2) days prior to the preventive maintenance services.

8.1.3.2: Replacement Equipment Projects

Replacement equipment projects shall be considered pre-planned, scoped and quoted projects performed in accordance with the approved additional quoted services plan. All 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.

8.2: Sign In

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 personnel to follow when entering or leaving the District facilities.

8.3: Standard Wage Rates

Work performed in conjunction with this contract amounting to less than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction by the State of Ohio Department of

Commerce, Division of Industrial Compliance, Bureau of Wage and Hour Administration shall be subject to the standard wage rates submitted by the vendor.

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 award of the Contract by ODOT, the successful Contractor, and all of 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 of 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 labor employed on the contract the prevailing wages listed in this proposal and any modifications to the wage rates that may come after 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 add 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 exceeds 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 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 mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov

Section 9: Subcontracting

The awarded vendor(s) shall perform work amounting to not less than ninety (90) 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. 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 10: Permits

Any permits required for work executed in accordance with this contract by the appropriate

Authority Having Jurisdiction shall be obtained by the vendor and will be reimbursed by the

Department at cost. The awarded vendor shall be wholly responsible for interpreting the permitting requirements for work executed in accordance with this contract. If an awarded vendor fails to obtain the required permits for any work executed in accordance with this contract and is subsequently found in violation by the appropriate Authority Having Jurisdiction, all costs (labor, permit fees, stamped construction drawings, etc.) associated with obtaining the required permits shall be wholly borne by the vendor performing the work. Invoices for permits from the authority having jurisdiction shall be provided with the vendor invoice so the Department can confirm the actual costs for required permits.

Section 11: 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 provide upon request, 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 in order to be considered a responsible bidder

Section 12: Licensing Requirement

All responding vendors shall indicate the license number and provide a copy of their State of Ohio issued contractor’s license(s) with the bid documents.

Section 13: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein.

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 5 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

• When permitted by these specifications, detailed breakdown of the mobilization fee, hourly rate charged, and the actual hours worked for each listed vendor owned equipment item

• 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

• If invoicing for preventive maintenance services, the charges shall reflect the accepted per site, incremental fees stated in the preventive maintenance agreement.

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

Section 14: 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 15: Public Liability Insurance

The bidder shall furnish with their bid, 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 16: Bid 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 pricing F.O.B. the locations provided, all in accordance per the specifications, terms and conditions. Pricing shall be guaranteed firm for the contract duration.

• Pricing Tab o Submit hourly Rates for Districts where you can provide services

▪ Standard and Scheduled Labor Rate for Journeyman Mechanic

▪ Standard and Scheduled Labor Rate for Apprentice Mechanic

▪ After Hours Overtime/Emergency Labor Rate for Journeyman Mechanic

▪ After Hours Overtime/Emergency Labor Rate for Apprentice Mechanic

▪ Preventive Maintenance Labor Rate for Journeyman Mechanic

▪ Preventive Maintenance Labor Rate for Apprentice Mechanic

▪ Standard and Scheduled Labor Rate for Journeyman Building Automation

Technician

▪ Standard and Scheduled Labor Rate for Apprentice Building Automation

Technician

▪ Optional mobilization/service call fee per single repair event

▪ Percentage of Quoted Labor Rates Attributed to Overhead/Profit (for calculating Prevailing Wage Rates when needed)

▪ Vendor identified Markup on vendor supplied materials and supplies (not to exceed 15%)

• Vendor Owned Equipment Tab o List the Hourly, Daily and Weekly Rates for Vendor Owned Equipment by District and/or County

State of Ohio, Department of Transportation (ODOT)

Office of Contract Sales, Purchasing Services

OhioBuys

Terms and Conditions for Submitting Excel Pricing File in Bid Package

If an Excel File is Present in OhioBuys

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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INSTRUCTIONS, TERMS AND CONDITIONS FOR BIDDING

(Last revised 11/2/2023)

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 PACKAGED: All information must be submitted through OhioBuys.

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 OhioBuys.

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 OhioBuys 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 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 http://ohiosharedservices.ohio.gov/SupplierOperations/Forms.aspx 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 OhioBuys 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 OhioBuys.

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. bid items) meeting the general specifications provided. These are referenced by the Department as ‘Multiple Award Contracts’. Unit bid prices submitted for Multiple Award Contracts shall be considered by the Department as an amount-not-to-exceed unit bid price for the entire duration of the Contract. These awarded, amount-not-to-exceed bid prices often do not reflect potential quantity discounts, freight discounts, nor other similar discounts/incentives offered periodically by a distributor, manufacturer, or supplier. Where like or similar bid items are being offered by two or more awarded Vendors (bidders) on the awarded Contract, the Department reserves the right to obtain quotes from all awarded bidders on the Contract in order to achieve the best and most up-to-date pricing available to the Department at the time of ordering.

15. UNBALANCED BIDS: The Department will not accept unit bid prices that are deemed to be either materially or mathematically unbalanced. The final determination of an unbalanced unit bid price shall be at the Department’s sole discretion.

16. TIE BID PROCESS: If two or more responsive bids offer the same unit bid price, ODOT may break the tie as follows: during the bid evaluation process, the bidders that submitted tie bids will be contacted and given up to three (3) business days to submit a written revised unit price for the affected item or items. Bidders are not required to submit a revised unit price.