520-26.pdf

Rev. 05/27/2025 1

Section 1: General Information

1.1: Purpose

The Ohio Department of Transportation is soliciting proposals from highly qualified and sufficiently capable vendors to maintain satisfactory regulatory compliance, provide management, operation, maintenance and repair services to water and wastewater systems at required facilities in a majority of ODOT Districts in accordance with the requirements of the Ohio Environmental Protection Agency (hereinafter OEPA), the specifications below, and ODOT’s standard terms and conditions contained herein. Vendor shall furnish all labor, equipment, materials, and incidental items necessary to perform the required services. The purpose of this solicitation is to obtain specific proposals from potential vendors to include how they believe their capabilities and services best match the needs of the Department.

1.2: Overview of the RFP Process

This RFP provides details on what is required to submit a Proposal for the services, how the State will evaluate the Proposals, and what will be required of the vendor in performing the services. If a suitable offer is made in response to this RFP, the State may draw up a contract with the selected vendor to perform all, or part of the services requested. The intent of this solicitation is to select the most qualified and highest scoring Proposer(s) to provide these services while promoting the greatest extent of competition that is practicable.

1.3: Background

The Ohio Department of Transportation operates over 300 facility locations throughout the State, encompassing more than 1.5 million square feet and covering more than 3,500 acres of property. Many of these facilities are in remote locations where domestic water and sanitary sewer services are not available for connection. As a result, the Department possesses many water wells, septic systems, lift stations, wastewater treatment systems and associated components necessary for the satisfactory operation of these facilities. Because the proper operation and management of these systems is critical to the public health, requires various EPA certifications and licenses, along with timely reporting and sampling activities, the

Department has elected to contract the operation and maintenance services of these systems to allow the

Department to focus on their core services.

1.4: Anticipated Contract Duration

The effective duration of this agreement shall be for an initial period of three (3) years, beginning January

1, 2026, and extending through December 31, 2028, with two (2) optional, one (1) year renewals that could extend the end date to no later than December 31, 2030.

1.5: Objectives of the Project

The selected vendor must:

• Maintain satisfactory regulatory compliance for the water and wastewater systems identified, and

• Provide management, operation, maintenance and repair services for the water and wastewater systems identified, and

• Provide cost and/or time saving recommendations that will improve efficiencies, eliminate OEPA permits, and reduce recurring maintenance and monthly costs whenever possible.

1.6: Project Locations

The services described in this RFP shall be conducted at the locations listed in Attachment A of this request.

1.7: Scope of Work

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The intent of this scope of work is to state and define the terms and conditions under which the highly qualified and sufficiently capable Contractor(s) shall:

• Maintain satisfactory regulatory compliance for the water and wastewater systems identified, and

• Provide management, operation, maintenance and repair services for the water and wastewater systems identified in accordance with Chapter 3745 of the Ohio Administrative Code, and

• State and define the terms and conditions under which the Ohio Department of Transportation (ODOT) shall compensate the Contractor for such services rendered.

It is the intent of this scope of work to ensure that all requirements, procedures, tests, inspections, service practices, component repairs, equipment renewals, system adjustments, filing procedures and recording documentation as referenced, mandated or otherwise implied herein are all inclusive, and to guarantee the

Department that the absence of a particular item of work, service or procedure shall not alleviate the

Contractor of the sole responsibility to provide such labor, expertise, materials, equipment, services or other procedures applicable to the Agreement and practical requirements unless same is specifically excluded, prorated or deleted herein.

1.7.1: General Requirements

• The water and wastewater systems identified shall be maintained as hereinafter described, in accordance with the detailed terms.

• Trained and certified operators of the Contractor(s) shall use all reasonable care to keep the systems in proper adjustment and in safe operating condition, in accordance with all standards and regulations.

• The terms and requirements of this contract are specified in the singular with the understanding that all provisions shall be applicable to all systems indicated unless otherwise specified.

• Except for only those items specifically identified as being performed by others and services outside the scope of work, the Contract Specifications are intended to include all engineering, material, labor, testing, and inspections needed to achieve the work specified by the Contract. In as much as it is understood that any incidental work necessary to execute the Agreement is also covered by the

Contract Specifications, the Contractor is cautioned to become familiar with the existing equipment and job site conditions. Additional charges for material or labor shall not be permitted after execution of the Contractual Agreement for work, services or procedures covered herein.

• 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 except where already provided at wastewater treatment system locations.

• All work shall be performed so 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 and an adequate number of supervisory personnel on active payroll to guarantee satisfactory performance of this contract. All work must be completed by trained and competent personnel qualified to perform the services described herein.

These personnel must be under the guidance of a supervisor that is a direct employee of the Vendor.

The vendor shall be regularly engaged in the business of providing the services described herein.

• Contractor’s work teams used for this contract shall consist of EPA certified operators. The contractor should make every effort to ensure that staff assignments remain constant during the life of the contract. The water and wastewater services shall be performed only by operators directly employed

Rev. 05/27/2025 3 and supervised by the Contractor, who are licensed, experienced and skilled in the operation and maintenance of water and wastewater systems like those to be maintained under this Contract and shall not be assigned or transferred to any agent or subcontractor without the express consent of the Owner.

• 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, chemicals and any solids, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. When necessary, the vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance with State requirements.

• The contractor 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 become 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

1.7.2: Contractor’s Limitations

It is mutually agreed that the Contractor shall not be under any obligation to make any repairs or replacements caused by malicious damage or fire (other than caused by Contractor or its Subcontractors), including electrical fire (other than electrical fire caused by failure of components covered by this Contract or caused by Contractor's work hereunder).

1.7.3: Water Operations

The awarded vendor and all designated operators must be familiar with the conditions and requirements, written or implied, of the OEPA and the PWS permit requirements for each public water system.

1.7.3.1: Operator Licensing Minimum Requirements

The awarded vendor operating a public water system shall designate a professional lead operator of record to oversee the technical operation of the public water system in accordance with rule 3745-7-02 of the Ohio

Administrative Code. The awarded vendor shall also designate two (2) backup operators to be responsible for operations in the absence of the lead operator. Each operator of record shall have a valid certification of a class equal to or greater than the classification of the assigned public water system or distribution system.

1.7.3.2: Operational Plan

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It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, holidays, weekends, and required Operator of Record visits. All required

Operational Plans shall be submitted and reviewed with the District Facilities Program Administrator or their designated representative and the Statewide Facilities Contracts Administrator within thirty (30) days of award of the contract.

1.7.3.3: Minimum Service Requirements

The awarded vendor shall ensure that the professional operator of record is physically present at the facility in accordance with the requirements of Rule 3745-7-03 of the Ohio Administrative Code. The operator shall be responsible for determining and maintaining the proper operating parameters required at each water treatment facility to maintain high quality drinking water and meet OEPA requirements.

Routine operation of the water supply systems includes, but is not limited to:

• Checking for proper operation of well pumps and service pumps

• Checking the integrity of well heads

• Checking the integrity of the access points of the reservoirs

• Maintaining an adequate supply of treatment chemicals

• Checking and maintaining a residual chlorine level of no less than 0.2 mg/L and no more than 4 mg/L of free chlorine daily

• Checking for air or water leaks in the system

• Checking hydro pneumatic tanks for proper air charge and adequate system pressure

• Verifying proper operation of filter systems

• Overall visual inspection of the system and associated components

The contractor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Contractor shall be responsible for correcting any noncompliant operation. Contractor shall inform the appropriate District Facilities Program Administrator or their designated representative as soon as possible of any actions taken in this regard.

1.7.3.4: Sampling and Testing Requirements

It is the responsibility of the bidding contractor to obtain and confirm the current sampling and testing requirements of each PWS prior to submission of their bid. The awarded vendor shall be responsible for sampling and analyzing water samples in accordance with the current, appropriate OEPA monitoring schedule. The awarded vendor shall be responsible for reporting sampling and testing results to the OEPA and the ODOT District. The awarded vendor shall be responsible for maintaining compliance with the current OEPA sampling and testing requirements for each PWS monitoring schedule.

1.7.3.5: OEPA Reporting Requirements

The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and in accordance with Rule 3745-7-09 of the Ohio Administrative Code.

1.7.4: Wastewater Operations

The awarded vendor and all designated operators must be familiar with the conditions and requirements, written or implied, of the OEPA and the NPDES permit requirements for each treatment works and sewage

(collection) system.

1.7.4.1: Operator Licensing Minimum Requirements

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The awarded vendor shall designate a lead operator of record to oversee the technical operation of the treatment works and sewage (collection) system in accordance with rule 3745-7-02 of the Ohio

Administrative Code. The awarded vendor shall also designate two (2) backup operators to be responsible for operations in the absence of the lead operator. Each operator of record shall have a valid certification of a class equal to or greater than the classification of the assigned treatment works as defined in each

NPDES permit.

1.7.4.2: Operational Plan

It shall be the responsibility of the awarded vendor to formulate an Operational Plan that meets all regulatory requirements and the Operator of Record requirements for the OEPA. The awarded vendor shall submit a plan for each of the awarded facilities and an overall plan for each awarded ODOT District. The plan should be complete, detailing how the awarded vendor will provide adequate staffing including staffing to cover vacations, weekends, and required Operator of Record visits. All required Operational Plans shall be submitted and reviewed with the District Facilities Program Administrator or their designated representative and the Statewide Facilities Contracts Administrator within thirty (30) days of award of the contract.

1.7.4.3: Minimum Service Requirements

The awarded vendor shall ensure that the treatment works operator of record is physically present at the facility in accordance with the requirements of Rule 3745-7-04 of the Ohio Administrative Code. The operator will be responsible for determining and maintaining the proper operating parameters required at each wastewater treatment facility to maintain high quality effluent and meet the requirements of the

NPDES permits.

Routine operation of the treatment works and sewage (collection) system includes, but is not limited to:

• Removing and properly disposing of rags on screens and floating on surface of clarifiers

• Cleaning weirs and weir troughs

• Checking aeration tank air flow for even distribution, cleaning and or repair as necessary to correct air flow

• Verify proper operation of Return Activated Sludge pump

• Scraping sides and slopes of clarifiers

• Cleaning clarifiers

• Wasting sludge from clarifiers

• Decanting sludge tanks

• Cleaning sand filters and properly disposing of the waste

• Refilling chlorine supply

• Cleaning UV bulbs (once per week from May 1 through October 31)

• Overall visual inspection of the system and associated components

The awarded vendor shall be responsible for effectively posting any public notification requirements and taking appropriate actions to protect the public. Awarded vendor shall be responsible for correcting any noncompliant operation. Awarded vendor shall inform the appropriate District Facilities Program

Administrator or their designated representative as soon as possible of any actions taken in this regard.

1.7.4.4: Sampling and Testing Requirements

It is the responsibility of the bidding contractor to obtain and confirm the current requirements of each

NPDES permit for discharge limits and sampling frequencies prior to submission of their bid. The awarded vendor shall be responsible for collecting and having samples analyzed and reporting results to OEPA and the ODOT District for each treatment works and sewerage (collection) system. The awarded vendor shall be

Rev. 05/27/2025 6 responsible for maintaining compliance with all current OEPA NPDES permit requirements for each treatment works and sewerage (collection) system.

Where industry standard practices suggest testing in addition to the monitoring required by permit, the operator will be responsible for monitoring any of the following at the frequencies recommended by the

Compliance Assistance Division of OEPA for small, activated sludge plants:

• Aeration DO of each tank 3 times per week

• pH of Aeration Tanks 3 times per week

• MLSS (Mixed Liquor) of Aeration Tank once per week

• RASSS (Return Activated Mix Liquor) once per week

• Percent Solids/Spin Test on aeration tanks once per week

• Percent Solids/Spin Test on RAS once per week

• 30-minute settling test of aeration tanks once per week

• Field analyze clarifier ammonia once per week

• Clarifier sludge depth once per week

• Replacing UV bulbs every 2 years (material and labor cost included in contract cost)

1.7.4.5: OEPA Reporting Requirements

The awarded vendor shall be responsible for completing and submitting all required OEPA Reports in a timely manner and in accordance with Rule 3745-7-09 of the Ohio Administrative Code.

1.7.4.6: Vegetation Management

The awarded vendor shall be responsible for removal, management and proper disposal of all volunteer vegetation within the fenced area of the treatment works and sewage (collection) system. Pre and post-emergent herbicides may be used at the contractor's option. If herbicide application is chosen as the method of management, the awarded vendor shall perform these services only with an Ohio Department of Agriculture licensed applicator with the proper certification. All documentation required for application along with a copy of the applicators’ license shall be provided to ODOT when applicable. The cost of all weed control work shall be included in the contract price for the specific site. Plant material, other than weeds, killed by application of herbicides shall be replaced at the contractor’s expense.

1.7.4.7: Pumping and Maintenance Services for Vaults and Trash Traps

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current

ODOT contracted vault pumping vendor and be present whenever any tanks associated with the treatment works and sewage (collection) system are pumped to ensure satisfactory performance and field verification of quantities pumped. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

The awarded vendor shall be responsible for removal and proper disposal of trash accumulated in the trash traps as needed. The awarded vendor shall be responsible for the removal and proper disposal of sludge as needed. The Department’s policy requires disposal of sludge at a wastewater treatment plant and specifically prohibits land application of the sludge.

1.7.5: Non-Permitted Packaged Wastewater Systems

Non-Permitted Package Wastewater Systems in use by the Department include several different types of systems containing one or more of the following components:

• Septic tank with average capacity of less than 2,500 gallons

• Leach bed piping system connected to septic tank

• Mounded leach bed piping system connected to a septic tank

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• Small capacity liquid lift stations between 50-150 gallons with pumps, connected to mounded leach bed piping systems

• Unitized Aerobic Digestion Sewage Treatment Plants typically contain an inlet trash trap, central aeration chamber, secondary clarifier chamber and in some situations a final chlorine contact tank before reaching final effluent.

The awarded vendor shall be responsible for performing tasks required for proper operation of the treatment process. At a minimum the operator will be responsible for performing the following once per month:

• Inspection of the condition and integrity of the system

• Verification of the operation of the pumps and mechanical components

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current

ODOT contracted vault pumping vendor and be present whenever any tanks associated with the septic system are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. Every effort shall be made to coordinate pumping of tanks connected to these systems on a schedule representative of the system needs. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate ODOT District in accordance with the current ODOT vault pumping contract.

The awarded vendor shall submit a written report following each monthly inspection to the appropriate

District Facilities Program Administrator or their designated representative.

1.7.6: Pump Stations/Lift Stations

The awarded vendor shall be responsible for performing tasks required for proper operation of pump/lift stations. At a minimum the operator will be responsible for performing the following once per month:

• Inspection of the condition of the station

• Verification of proper operation of the pumps and floats

• Cleaning of the station

The awarded vendor shall submit a written report following the monthly inspection of each site to the appropriate District Facilities Program Administrator or their designated representative.

Awarded vendor shall be responsible for coordination and scheduling of pumping services with the current

ODOT contracted vault pumping vendor and be present whenever any tanks associated with the pump/lift stations are pumped to ensure satisfactory performance and field verification of quantities pumped. The contractor will be responsible for determining the length of time elapsed from the last pumping to determine if the tanks will require pumping. The Department’s policy requires disposal of septage at a wastewater treatment plant and specifically prohibits land application of the septage. Charges for pumping services by the current ODOT contracted vault pumping vendor shall be directly billed to the appropriate

ODOT District in accordance with the current ODOT vault pumping contract.

1.7.7: Preventive Maintenance

The awarded vendor shall perform preventive maintenance activities in a manner that preserves the life of the equipment, keeps equipment clean and serviceable, and ensures the proper operation of the facility water and wastewater systems. Preventive maintenance includes, but is not limited to the following activities:

• Troubleshooting and adjusting equipment

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• Cleaning and re-oiling blower air filters

• Replacement of filters and belts

• Cleaning air diffusers

• Lubricating pumps, motors, blowers, and other wear points

• Checking for proper operation of pumps and float switches

1.7.8: Removal of Equipment from Service

If any system component must be removed from service during normal work hours, the awarded vendor’s technician must coordinate the removal from service with the District Facilities Program Administrator or their designated representative. The technician shall post signage on the unit and isolate the power supply to the equipment with their own lockout/tag out device in accordance with OSHA standard 1910.147.

1.7.9: Maintenance Program (CMMS)

The awarded vendor shall utilize a Computerized Maintenance Management System (CMMS) to generate preventive maintenance work orders and track reactive maintenance tasks for system components and equipment. Any piece of equipment that is relevant to the operation of the plant must be entered in the

CMMS. The awarded vendor shall provide CMMS access to the appropriate District Facilities Program

Administrator or their designated representative for approval within fifteen (15) days of award of the contract.

At a minimum, each mechanical piece of equipment must be scheduled for some type of preventive maintenance at least once a month even if it is only a visual inspection that would include observing the equipment during operation for leaks, excessive vibration, overheating, and unusual noise. The original manufacturer’s manuals must be referenced when determining the preventive maintenance tasks for the equipment. Work orders shall be issued monthly or according to manufacturers’ recommendations, whichever is more frequent, for all types of work. All work performed shall be documented in the CMMS.

Monthly reports that list the routine, preventive and reactive maintenance tasks must be made available to the appropriate District Facilities Program Administrator or their designated representative at the end of each month.

A Failure Analysis Report must be developed and delivered to the appropriate District Facilities Program

Administrator or their designated representative within seven days following the failure of any critical piece of equipment. The report should list the steps that were taken to determine the most likely cause of the failure, who participated in the investigation, a list of similar equipment that could be prone to the same type of failure, and what steps are being taken to prevent similar types of equipment failures in the future.

A critical piece of equipment is one that fits either of the following criteria:

• The failure of the equipment could negatively affect the quality of the water or wastewater being processed.

• The failure of the equipment could cause a facility to be closed.

1.7.10: Annual Report

In January of each year of the subsequent contract, excluding January 2026, only if the incumbent vendor is not awarded the new contract, the awarded vendor shall provide the Statewide Facilities Contracts

Administrator with an Annual Report detailing the work performed at each contracted location, the projects undertaken, any additional work performed, provide recommendations for projects that should be completed in the coming year and any general comments regarding the overall condition of the contracted locations. The awarded vendor should coordinate with the Contracts Administrator to determine the final

Rev. 05/27/2025 9 content and structure of the Annual Report prior to the initial submission in January 2027. The established format will be utilized for all subsequent Annual Reports.

1.7.11: Fines and Penalties

During the entire term of the subsequent contract, the awarded vendor shall be wholly responsible for any fines or penalties levied upon any facility where they are the designated operator of record due to the neglect of the awarded vendor and/or their employees to properly maintain satisfactory regulatory compliance with the systems covered by these specifications.

1.8: Outside Scope of Services Work

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 covered by this contract shall be brought to the attention of the District Facilities Program Administrator or their designated representative immediately. The vendor shall submit 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

1.8.1: Outside Scope of Services Workflow Process

1.8.1.1: Initial Contact and Site Visit

Once a project is identified, the awarded vendor 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 appropriate District Facilities Program Administrator or their designated representative at the project site to discuss and define the scope of work for the requested project. Compensation for the time involved for the site visit shall be built into the labor rates listed on the pricing page.

1.8.1.2: Presentation of Project 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 with the excel pricing file for your use. The written plan and the pricing template shall include at least the items listed below:

• Estimated material list

• A list of which trades will be on the job

• 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 including on the job Site Supervisor when requested and approved by the appropriate district Facilities Department

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• Construction drawings and specifications when required by the appropriate district Facilities

Department or if required for permits

• Required building permits and associated fees

1.8.1.3: Outside Scope of Services Mobilization Fee

Vendor(s) may submit pricing and charge a mobilization fee for each Outside Scope of Service work project performed in accordance with Section 1.8, of these specifications. This means only one mobilization fee may be charged per project proposal.

1.8.1.4: Notification to Statewide Facilities Operations

For all project proposals that cost more than $50,000, 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

1.8.1.5: Acceptance of Project and Commencement of Work

Upon written acceptance of project plan by the appropriate District Facilities Program Administrator or their designated representative, the District will provide the vendor with a purchase order that is directly associated with the project as soon as possible. Once the vendor is in receipt of the purchase order, they will commence work in accordance with the project plan.

The awarded vendor shall not commence work without written prior approval of Project Plan and vendor receipt of purchase order, or as directed by the appropriate District Facilities Program Administrator or their designated representative.

1.8.2: Items Provided by the Vendor

1.8.2.1: Materials and Supplies

All materials and supplies shall be specifically designed for the 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 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.

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 parts, the vendor shall include with its invoice the vendors’ original invoice, and the Department will pay for the part including the costs noted above, where applicable, plus the vendor specified markup mailto:Timothy.Brunney@dot.ohio.gov

Rev. 05/27/2025 11 not to exceed 15%. If the vendor had acquired in the parts in bulk or through a prior purchase and had the parts in stock and an invoice is not readily available, the vendor should use its best estimate for the value of the part plus the vendor specified markup not to exceed 15%. All invoices and charges are subject to

ODOT audit at any time.

All unused items included in the accepted project plan and cost shall become the property of the Ohio

Department of Transportation and shall be stored or disposed of at ODOT’s recommendation.

1.8.2.2: Equipment

1.8.2.2.1: Vendor Owned Equipment

All vendor owned equipment used to complete the project will be paid by the department at the appropriate vendor provided rate listed in the equipment pricing spreadsheet by specific county. All equipment rates shall include fees for equipment use and mobilization fees where necessary. Costs for operation of equipment shall be itemized and paid based on the hourly rates bid for labor.

1.8.2.2.2: Rental Equipment

All rental equipment used to complete the project will be reimbursed by the department at invoice cost with no vendor markup. Compensation for the time involved in picking up and returning rental equipment where delivery and pick up are not included in the rental fees shall be included in the labor breakdown portion of the approved project plan.

1.8.2.3: Plans

Vendor shall be responsible for providing project plans as requested by the department and/or required for necessary regulatory permits.

1.8.2.4: Permits

Any permits required by the appropriate Authority Having Jurisdiction shall be obtained by the vendor and will be reimbursed by the Department at cost. The vendor(s) awarded shall be wholly responsible for interpreting the permitting requirements for each specific project. If an awarded vendor fails to obtain the required permits for any project 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.

1.8.3: Labor

1.8.3.1: Work Hours

All work must be performed between the hours of 6:00 a.m. and 4:00 p.m. Monday through Friday excluding state holidays. Work outside these hours or days of the week must be arranged in advance and pre-approved by the appropriate district Facilities Maintenance Supervisor or their designated representative.

If ODOT directs and requires the vendor to perform work outside of normal work hours (nights, weekends, or holidays), the vendor shall be entitled to compensation in the form of overtime pay due to its employees.

These overtime hours shall be computed and paid at one and a half times the normal hourly rate by trade.

1.8.3.2: Sign In

Sign in and sign out documentation shall be recorded in the CMMS system provided and maintained by the awarded vendor.

1.8.4: Guarantee of Workmanship

The contractor 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

Rev. 05/27/2025 12 which become evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from work the awarded contractor performed.

1.8.5: Standard and Scheduled Service Wage Rates

Standard and Scheduled Service shall be considered any on demand service and/or repairs, scheduled service and repairs, deliveries and outside scope of service work that are performed between the hours of

7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays.

Outside Scope of Service Projects 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 and Scheduled Service Wage

Rates submitted by the vendor.

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

1.8.6: 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 ODOT facility. ODOT will notify vendor by phone that emergency service is required due to equipment failure. The awarded vendor shall commence emergency service maintenance repairs within two (2) hours of the first contact.

Emergency service shall be charged as an additional cost item at the rate quoted in the proposal. Bidders shall indicate the hourly cost for this service during normal working hours on weekdays, after normal working hours on weekdays and on weekends or holidays. The hourly charges, as quoted by the contractor, shall include all labor costs related to providing the emergency service.

1.8.6.1: Emergency Service Response Time

Emergency service shall consist of having the contractor’s licensed operator 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 is performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays, and shall be paid at the Standard and Scheduled Service rate(s) listed in the pricing documents.

1.8.6.2: Emergency Service Mobilization/Service Call Fees

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

1.8.7: State of Ohio Prevailing Wage Rates

Prevailing wages will only be paid on Outside Scope of Services Work performed in accordance with Section

1.8: Outside Scope of Services Work, above. Outside Scope of Services Projects amounting to more than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, Rev. 05/27/2025 13 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 Prevailing Wage Rates calculation process below.

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 adding 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

Rev. 05/27/2025 14

(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.

1.8.7.1: Prevailing Wage Compliance

For any project proposal submitted in accordance with these specifications that exceed 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

1.8.8: Housekeeping

The awarded vendor(s) shall always maintain good housekeeping conditions. Regular and routine cleaning up from projects shall be all inclusive of areas where work was performed and shall be returned to conditions equal to or better than they were initially received by the vendor.

1.8.9: Subcontracting

The awarded bidder(s) will perform work amounting to not less than fifty (50) percent of the actual contracted work 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 Contractor. The phrase does not include employees or equipment of a subcontractor, assignee, or agent of the Contractor.

The Contractor’s percentage of the actual contracted work includes the cost of materials and manufactured products purchased by the Contractor, but not the cost of materials and manufactured products purchased by subcontractors.

Vendor shall not subcontract more than fifty (50) percent 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.

1.8.10: 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 mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov

Rev. 05/27/2025 15 alternate contact number for each…