246-25_Spec_2024-08-27.docx

ITB 246 STATEWIDE VEHICLE LIFT SERVICES

REQUIREMENTS/SPECIFICATIONS

Intent The purpose of this invitation is to establish contract pricing with ALI Certified Lift Inspectors for labor, material, parts, equipment, replacement vehicle lifting equipment and incidentals necessary to perform regular and emergency service repairs when requested to do so, including annual inspection and maintenance for in-ground and above-ground lifts at various locations in all ODOT Districts 1 through 12 and ODOT Central Office Facilities, all in accordance with the terms, conditions and specifications enclosed herein.

Contract Duration The effective duration of this agreement shall be from October 1, 2024, through September 30, 2026.

Multiple Award ODOT will accept all responsive bids submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02. Vendors should only bid on districts within their physical region where they can provide service at competitive prices and maintain compliance with standard and emergency response times outlined in Section 7 below.

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 7:30 A.M. and 3:30 P.M. Monday thru Friday, excluding State holidays.

General Requirements

· Proper vehicle lift 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.

· 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 Scope of Service Annual Inspections Vendor shall provide ANSI compliant periodic inspections and testing conducted by ALI Certified Lift Inspectors to meet the requirements of ANSI Standard ANSI/ALI ALIOM (current edition) Automotive Lifts – Safety Requirements for Operation, Inspection and Maintenance and any subsequent versions thereof. Billing for annual inspections shall be based on hourly rates bid in this contract.

Each lift shall be inspected annually and a certificate of inspection equivalent to the certificate provided in the ANSI Standard ANSI/ALI ALIOM (current edition) Automotive Lifts – Safety Requirements for Operation, Inspection and Maintenance as Appendix B, shall be submitted to the respective District Facilities Management Office with a copy of the respective invoice. Following inspection, each unit shall receive a serialized, dated ALI Inspection Label indicating the ALI Certified Lift Inspector identification number.

Inspections, testing, and maintenance service of the vehicle lifts shall be performed annually and shall be in accordance with the lift manufacturer’s recommendations. Elapsed time between scheduled annual service visits at each facility or remote site shall be within a one (1) month period of the twelve (12) month scheduled visit. 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.

Pumping of Pits Pumping of vehicle lift pits shall include proper disposal of pumped material as governed by the laws and regulations of the State of Ohio and EPA. A copy of all disposal documentation will be submitted with the invoice for services performed to the District Facilities Program Administrator or their designated representative within whose jurisdiction the vehicle lift pit is located. All pit pumping services provided by a third party environmental contractor and obtained by the awarded vendor will be reimbursed by the Department at cost.

On Demand and Emergency Service and Repairs

Vendors shall provide on demand and emergency service and repair work 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.

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.

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 material list

· Estimated project cost

· Project schedule as required by ODOT including:

· Estimated start date upon acceptance and delivery of purchase order

· Estimated length of time to complete project

· 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 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 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.

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.

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.

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.

Equipment The awarded vendor shall send necessary equipment sufficiently capable of completing repairs to vehicle lifts in one (1) trip whenever possible.

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.

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.

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.

Labor 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. No overtime charges will be paid without prior approval of the District Facilities Program Administrator or their designated representative.

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 Labor types and descriptions listed below categorize each service type and their respective requirements.

Standard and Scheduled Service (Annual Inspections and Testing) 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.

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 agreement of the District Facilities Program Administrator, or their designated representative and the awarded vendor designated representative.

The contractor shall notify the appropriate District Facilities Program Administrator or their designated representative not less than two (2) days prior to all annual inspections at each location. Flat rate trip charges shall not apply to annual inspection services.

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.

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 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.

Additional Quoted Services and 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.

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.

Mobilization/Service Call Fees Vendor(s) may submit pricing by District for and charge a mobilization/service call fee per site 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.

Outside Scope of Service Any work outside the scope of service of these specifications found to be necessary for the safety, operation and/or regulatory compliance of the systems and associated components of this contract shall be brought to the attention of the District Facilities Program Administrator or their designated representative immediately. The vendor shall submit, in accordance with Section 6.4 above, a proposal explicitly detailing the work required and listing the labor, material and other charges or items necessary to perform the work in accordance with these specifications. The approved proposal shall then constitute a quote for the performance of the work. An approved quote for work shall be paid by approved methods and timeframes after receipt of a properly formatted invoice. Written approval must be given by ODOT prior to repairs being made. Non-contract work performed without the approval of ODOT will be at the vendors’ expense.

The Department reserves the right to the following without affecting the terms and conditions of this contract:

· Perform any work not covered by this contract with Department personnel

· Place any work not covered by this contract out for bid Housekeeping 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.

Subcontracting The awarded vendor(s) will perform work amounting to not less than one hundred (100) percent of the total contract price with its own organization, unless otherwise approved by the Department. The phrase “its own organization” includes only workers employed and paid directly, inclusive of employees who are employed by a lease agreement acceptable to the Department, and equipment owned or rented with or without operators by the vendor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the vendor.

The vendor’s percentage of the total contract price includes the cost of materials, supplies and manufactured products purchased by the vendor, but not the cost of materials, supplies and manufactured products purchased by subcontractors.

Vendor shall not subcontract any of the work covered by the contract unless specifically authorized to do so by ODOT. All 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.

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.

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.

Vendor Qualifications All work must be performed by trained and competent personnel qualified to inspect the safety, operation, adjustment and maintenance of the equipment. 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 ALI compliant inspections and testing, maintenance and repair/emergency repair to vehicle lifts as 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.

For this contract, the awarded vendor must employ trained, experienced and ALI Certified Lift Inspectors. The awarded vendor must only assign Technicians to this contract that are ALI certified and have a minimum of three (3) years’ experience in the inspection, testing and maintenance of vehicle lifts. Vendors shall provide upon request, ALI Certified Lift Inspector documentation of all employee(s) performing inspections in conjunction with this contract.

If awarded vendor(s) perform inspections with employees who are not ALI Certified Lift Inspectors, the Department shall not be responsible for payment of any costs associated with the inspection of each improperly inspected lift; the Department may secure ALI Certified inspections from other contract or non-contract vendor(s) and the uncertified inspectors company shall be responsible for all costs associated with the ALI compliant reinspection.

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 4 above of these specifications. To be a proper invoice, the invoice must include the following information:

· Vendor name, address and contact information

· The ODOT purchase order number authorizing the delivery of products and/or services

· Contract number pursuant to the deliverable

· A description of what the Vendor delivered, including, as applicable, the time, serial number, unit price, quantity, and total price of the products and/or services

· Detailed breakdown of the hourly rate charged, and the actual hours worked for each labor type/discipline

· Detailed breakdown of the material and supply costs as required above in these specifications

· Backup documentation as required in these specifications shall include, but not be limited to the following where applicable:

· Copy of the original proposal for project

· Service reports for all labor involved

· Copies of vendor original invoices for materials and supplies as required above in these specifications Vendors shall not charge for any items outside of the contract including but not limited to shop supplies, drive time and per diem. The Department will not pay any additional charges for such items.

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

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.

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.

Bidders 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. All labor rates submitted must include the bidder’s profit and overhead.

· Labor rates for the following positions in each county where the vendor chooses to work:

· Normal Hours Emergency Service Labor Rate for Mechanic

· After Hours Emergency Service Labor Rate for Mechanic

· Mobilization/Service Call fee per single repair event by individual county where the vendor chooses to work

· Markup on vendor supplied parts (not to exceed 15%) by each ODOT District