3-Exhibit A - Scope of Services.pdf

DOT-ITB-27-4003-CO

EXHIBIT A – SCOPE OF SERVICES

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State of Florida

Department of Transportation

DISTRICTWIDE FENCING

FOR

FLORIDA DEPARTMENT OF TRANSPORTATION – DISTRICT FOUR

FINANCIAL PROJECT NUMBER: 431042-2-4B-01 & Various

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1.0 INTRODUCTION & DESCRIPTION

Real property that is acquired for a planned transportation project or real property acquired for a project but that is not used requires maintenance to be performed in order to prevent or correct problems that might arise, such as vagrancy, vandalism, and illegal dumping.

The work that is specified in this section consists of all preparatory work and operations for fencing services required for Department-owned properties. This includes, but is not limited to, those operations necessary for mobilization, the movement of personnel, equipment, supplies, incidentals, permits, notifications, and fees associated with such notifications if any. Properties involved will vary in size and may be vacant or contain structures. The number of structures and/or properties requiring these services will vary according to the project, and work, if any, shall be assigned on an “as needed” basis.

2.0 DEFINITIONS

I. Contract Manager: The FDOT staff member with overall responsibility and authority to manage the tasks of the Vendor under this contract.

II. Vendor: The firm retained by the Department to perform the tasks as described in this

Scope of Services.

III. Department: The Florida Department of Transportation (FDOT).

IV. District Four: The FDOT office that is responsible for the geographic areas of

Broward, Palm Beach, Martin, St. Lucie, and Indian River Counties as well as the South Florida Rail Corridor (operated by the CSX) in Miami-Dade County. Also, may be referred to as “District.”

V. Excess Property: FDOT-owned property of any value, located outside of the current operating right-of-way limits and which may or may not be needed to support existing transportation facilities.

VI. Federal Project Number: Department number that is used for project identification purposes when federal dollars were involved in a project. Also referred to as the “FAP Number”.

VII. Item / Segment Number: Department number that is used for project identification purposes. Also referred to as the “FM Number.”

VIII. Real Property: Land, buildings, or other improvements permanently affixed to the land.

IX. State Project Number: Department number that is used for project identification purposes.

X. Surplus Property: Excess real property that the District Secretary or authorized

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designee has declared in writing to have no present or future transportation purpose.

XI. Workday: Any day that falls on a Monday through Friday, excluding state holidays.

3.0 OBJECTIVES AND VENDOR RESPONSIBILITIES

I. General Provisions

All supervisors and personnel involved in any of the activities covered in this agreement shall be competent for the particular work referenced in these specifications. The Contractor shall be fully responsible for the performance of all work under the agreement as set forth in these specifications and as directed in work authorizations issued by the Contract Manager.

Equipment used by the Vendor in the performance of these services must be maintained and utilized in conformance with all Occupational Safety and Health Administration (OSHA) safety standards and manufacturers’ directions. Safety equipment shall be furnished to and used by all the Vendor personnel in accordance with OSHA safety standards. The presence of conforming safety equipment or devices shall not relieve the Vendor of responsibility for injury or damage to property caused by the operation of any equipment.

If extreme weather such as rain, hurricane or thunderstorms, tenant delays, or other conditions prevent the Vendor from completing the assigned task(s) within the time frame specified in the work authorization, the Vendor may request an extension in order to be able to complete the assigned task(s). Written approval from the Contract Manager must be received twenty-four (24) hours before the work stoppage. Contract Manager shall establish a new completion date for the work activities with written approval.

II. Supervision of Work

All work under this agreement shall be performed under the supervision of the State of Florida Department of Transportation, Right of Way Administration, Property Management Section, which is located at 3400 West Commercial Boulevard, Fort Lauderdale, Florida 33309-3421.

III. Specifications & Construction Methods

All work shall be performed in accordance with these specifications, agreement provisions, work authorizations, and state, local, and federal laws.

IV. Work Hours

The Vendor may expect to have normal work hours in the performance of these services. However, some properties identified may require night or weekend work due to project construction, tenant relations, or emergency security measures, A - 4 OF 6 among other things. Day work hours shall be from 8:00 AM to 6:00 PM. Night work hours shall be from 6:00 PM to 8:00 AM. Weekend work shall be preferably Saturdays from 8:00 AM to 6:00 PM.

NOTE: Any overtime work performed shall be absorbed by the pay item. The pay items established in Exhibit “C” must reflect rates for day OR night work hours. All hours must be considered when determining the pay items.

V. Pre-Work Conference

Before issuing a Letter of Authorization (LOA) for a particular work (task/assignment), the Contract Manager may call a Pre-Work Conference at a place designated as deemed necessary. The purpose of the Conference is to review the work to be specifically performed, the sequence and control of tasks covered by the agreement.

The Vendor must attend this meeting and bring a list of their Principal Employees, materials and supplies to be used. No work under this agreement shall commence until after the Contract Manager has issued a Notice to Proceed and a Letter of Authorization (LOA) for the specific task assignment.

Requirements for Work Authorizations & Required Time Frames for Completion.

When requested to do so by the Contract Manager, the Vendor shall submit an estimate for services to be performed. The estimate shall be submitted within three

(3) workdays from the date that the estimate was made. The request submitted to the Vendor shall include the following information, as applicable:

1. Item / Segment Number

2. State Project Number

3. Federal Project Number

4. State Road Number

5. Parcel Number

6. Type of service(s) to be performed

7. Completion deadline

Upon the date of receipt of an LOA, the Vendor shall have (depending on the type of work to be performed) seven (7) calendar days to complete the work authorized. In particular instances, the Vendor shall be given fourteen (14) calendar days to complete the work. In very rare instances, the Contract Manager may deem a situation to require emergency services, in which case a lesser time frame for work completion shall be given.

The Vendor shall notify the Contract Manager at least one (1) workday in advance of the date the assigned work is to commence and the anticipated completion time. Also, when the assigned work task has been completed, the Contract Manager shall be notified within one (1) workday of its completion. This is especially important because the Department will be verifying that the work is completed properly and within the given time frame.

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When necessary, the Department shall authorize a reasonable amount of procurement time for the manufacture of all materials necessary in the performance of the work authorization. The time allowed shall not exceed thirty (30) calendar days or the industry standard based on the item(s) being manufactured.

4.0 WORK SPECIFICATIONS

I. Fencing Services

a. Fence Repair

The Department may have a need for existing fencing and/or gates on Department-owned property to be repaired. Repair work shall be priced as indicated in Exhibit “C”; however, if new materials are needed to accomplish the repair, those new materials will be priced as indicated in Exhibit “C”. below. As with all other work listed in this scope, the price includes all materials, labor, and hardware.

Metal fences are those that are constructed primarily of metal materials. The fence fabric is measured along the bottom of the fabric, out-to-out of end posts.

Wood fences are those that are constructed primarily of wood.

Barbed wire fences are those that are constructed primarily of barbed wire, although the posts may be wood or another material. The barbed wire is measured along the bottom of the wire, out-to-out of end posts.

Fence gate repair may be needed for all types of gates, including but not limited to double opening, sliding, and cantilever types of gates.

High-Tensile Wire Fences multiple strands of steel wire tensioned between posts. These fences are designed to absorb impact, making them suitable for energetic cattle or areas prone to harsh weather conditions.

Mobilization fees will be payable for fence repair work only. There shall be one mobilization fee for each LOA unless several LOAs are issued for the same area and the same time frame, in which case a single mobilization fee shall be charged.

b. Fence Installation – New Fencing

The Department may have need for new fencing and/or gates to be installed on Department-owned property. As with all other work listed in this scope, the price includes all materials, labor, and hardware.

Fence gate installation is for a chain-link double opening gate only. Mobilization fees are not payable for fence installation work.

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c. Fence Installation – Rented Fencing

The Department may have need for a fence and/or gates to be rented (rather than purchased) and installed on Department-owned property. As with all other work listed in this scope, the price includes all materials, labor, and hardware.

The unit price for Rented Fencing shall accumulate on a monthly basis but shall be invoiced in 90-day intervals. For example:

A 100 linear foot fence is installed at $1.00 per linear foot and remains for 180 days (6 months), the Department would pay a total of $600.

o The First invoice would be paid at 90 days for 90 days in the amount of $300.

o The Second invoice would be paid 180 days for 90 days in the amount of $300.

Fence gate installation is for a chain-link double opening gate only. Mobilization fees are not payable for rented fence work.

5.0 WORK QUALITY

All debris that is generated by any of the work described in this scope shall be collected and removed from the area. Work shall be performed in accordance with this scope of services.

**END OF EXHIBIT A – SCOPE OF SERVICES**