54-SH-10-PR11938 Anson 2025 Mowing.pdf

November 4, 2024 54-SH-10-PR11938

STATE OF NORTH CAROLINA

DEPARTMENT OF TRANSPORTATION

REQUEST FOR PROPOSAL

DATE AND TIME OF BID OPENING: DECEMBER 2, 2024 AT 2:00 P.M.

BID PROPOSAL NO.: 54-SH-10-PR11938

WBS ELEMENT NOS.: VARIOUS

COUNTY: ANSON – DIVISION 10

TYPE OF WORK: STATE ROUTE SHOULDER AND MEDIAN MOWING

INCLUDING VEGETATION TRIMMING AND

LITTER/DEBRIS REMOVAL AND LONG-ARM

MOWING

DATE OF AVAILABILITY: MARCH 1, 2025

COMPLETION DATE: FEBRUARY 28, 2026

PRE-QUALIFICATION MANDATORY

Table of Contents

PROPOSAL

PROJECT SPECIAL PROVISIONS - GENERAL

DEFINITIONS OF TERMS

STANDARD SPECIFICATIONS

MANDATORY PRE-BID

BID QUESTIONS

TERM OF THE CONTRACT

MULTI-YEAR MAINTENANCE CONTRACTS

PERFORMANCE GUARANTEE

DESCRIPTION OF THE WORK

TYPICAL SECTION

SYSTEMS TO BE MOWN, TRIMMED, AND LITTER REMOVED

ROUTINE/CLEANUP MOWING

MOWING HEIGHT

REQUIRED MOWING EQUIPMENT

MOWING EQUIPMENT RESTRICTIONS (BE SPECIFIC)

LIQUIDATED DAMAGES (CHOOSE ALL, SOME, OR ALTER)

INTERMEDIATE COMPLETION TIME NUMBER 1

LIQUIDATED DAMAGES

LONG-ARM SLOPE/VERTICAL MOWING

ON CALL ADDITIONAL VEGETATION REMOVAL AT STATIONARY OBJECTS (TRIMMING)

LITTER/DEBRIS REMOVAL

INTERMEDIATE CONTRACT TIME AND LIQUIDATED DAMAGES

DAY AND TIME RESTRICTIONS FOR MOWING, TRIMMING, AND LITTER/DEBRIS REMOVAL

HOLIDAY AND HOLIDAY WEEKEND WORK RESTRICTIONS

GLOBAL POSITIONING SYSTEM (GPS)

FUEL PRICE ADJUSTMENT PAPER BID:

PROJECT SPECIAL PROVISIONS

GENERAL TERMS AND CONDITIONS

PAYMENT AND RETAINAGE

CONTRACTOR

GENERAL INFORMATION

PLANT AND PEST QUARANTINES

GENERAL SPECIFICATIONS

MOWING

VEGETATION REMOVAL AT STATIONARY OBJECTS (TRIMMING)

LITTER/DEBRIS REMOVAL

INSPECTION, ACCEPTANCE, MEASUREMENT, AND PAYMENT

EQUIPMENT

TRAFFIC CONTROL AND WORK ZONE SAFETY

MINORITY BUSINESS ENTERPRISE AND WOMEN BUSINESS ENTERPRISE (DIVISIONS):

STANDARD SPECIAL PROVISIONS

AUTHORITY OF THE ENGINEER

MINIMUM WAGES

RIGHT OF THE CONTRACTOR TO FILE CLAIM

DEFAULT OF CONTRACT

SUBLETTING OF CONTRACT

SAFETY AND ACCIDENT PROTECTION

UTILITY CONFLICTS

POSTED WEIGHT LIMITS

NO MAJOR CONTRACT ITEMS

NO SPECIALTY ITEMS

SUBSURFACE INFORMATION

RESTRICTIONS ON ITS EQUIPMENT AND SERVICES

USE OF UNMANNED AIRCRAFT SYSTEM (UAS)

OUTSOURCING OUTSIDE OF THE USA

APPENDIX

TYPICAL SECTIONS

MULTI-LANE OPERATION DIAGRAMS

TYPICAL SECTIONS FOR TRIMMING AND LITTER PICKUP OPERATION

LITTER PICKUP OPERATION DIAGRAMS

THREATENED AND ENDANGERED PLANT SPECIES SIGN

PREPARATION AND SUBMISSION OF TRADITIONAL PAPER BIDS

OPENING OF BIDS

BID SUBMITTAL PACKAGE

CONTRACT BID FORM

CONTRACTOR INFORMATION

FEDERAL EMPLOYER IDENTIFICATION NUMBER

REFERENCES

LIST OF MBE & WBE SUBCONTRACTORS

LIST OF EQUIPMENT

DEBARMENT CERTIFICATION

CHECKLIST FOR BIDDER

PROPOSAL

FOR THE CONSTRUCTION OF

BID NO. 54-SH-10-PR11938 IN ANSON COUNTY, NORTH CAROLINA

NOVEMBER 4, 2024

DEPARTMENT OF TRANSPORTATION,

RALEIGH, NORTH CAROLINA

The Bidder has carefully examined the location of the proposed work to be known as BID NO. 54-SH-10-PR11938; has carefully examined the plans and specifications, which are acknowledged to be part of the proposal, the special provisions, the proposal, the form of contract; and thoroughly understands the stipulations, requirements and provisions. The undersigned bidder agrees to bound upon his execution of the bid and subsequent award to him by the Department of Transportation in accordance with this proposal. The undersigned Bidder further agrees to provide all necessary machinery, tools, labor, and other means of construction; and to do all the work and to furnish all materials, except as otherwise noted, necessary to perform and complete the said contract in accordance with the 2024 Standard Specifications for Roads and Structures by the dates(s) specified in the Project Special Provisions and in accordance with the requirements of the Engineer, and at the unit or lump sum prices, as the case may be, for the various items given on the sheets contained herein.

The Bidder shall provide and furnish all the materials, machinery, implements, appliances and tools, and perform the work and required labor to construct and complete State Highway BID NO. 54-SH-10-PR11938 for the unit or lump sum prices, as the case may be, bid by the Bidder in his bid and according to the proposal, plans, and specifications prepared by said Department, which proposal, plans, and specifications show the details covering this project, and hereby become a part of this contract.

The published volume entitled North Carolina Department of Transportation, Raleigh, Standard Specifications for Roads and Structures, January 2024 with all amendments and supplements thereto, is by reference incorporated into and made a part of this contract; that, except as herein modified, all the construction and work included in this contract is to be done in accordance with the specifications contained in said volume, and amendments and supplements thereto, under the direction of the Engineer.

If the proposal is accepted and the award is made, the contract is valid only when signed either by the Contract Officer or such other person as may be designated by the Secretary to sign for the Department of Transportation. The conditions and provisions herein cannot be changed except over the signature of the said Contract Officer or Division Engineer.

The quantities shown in the itemized proposal for the project are considered to be approximate only and are given as the basis for comparison of bids. The Department of Transportation may increase or decrease the quantity of any item or portion of the work as may be deemed necessary or expedient.

An increase or decrease in the quantity of an item will not be regarded as sufficient ground for an increase or decrease in the unit prices, nor in the time allowed for the completion of the work, except as provided for the contract.

PROJECT SPECIAL PROVISIONS - GENERAL

DEFINITIONS OF TERMS

GENERAL

Whenever the terms defined in this section are used in the contract, in any of the contract documents, or in the plans, the intended meaning of such terms shall be as defined in this section.

ABBREVIATIONS

MUTCD __________ Manual on Uniform Traffic Control Devices

N.C.G.S. __________ North Carolina General Statute

NCDOT __________ North Carolina Department of Transportation

POC _____________ Purchase Order Contract

RFP______________ Request for Proposal

RSD _____________ 2024 Roadway Standard Drawings

SSRS ____________ 2024 Standard Specifications for Roads and Structures

TCD _____________ Traffic Control Devices

TMA _____________ Truck Mounted Attenuator

U.S.C ____________ United States Code

STANDARD SPECIFICATIONS

Unless otherwise stated, all work and materials shall be in accordance with the provisions of this contract, the SSRS, the RSD, and the MUTCD.

The Contractor shall keep fully informed of all Federal, State, and local laws, ordinances, and regulations; and shall comply with the provisions of Section 107 of the SSRS.

These manuals may be found at the following websites: http://mutcd.fhwa.dot.gov/ and https://connect.ncdot.gov/resources/Specifications/Pages/2024-Specifications-and-Special-Provisions.aspx.

MANDATORY PRE-BID

Please be advised that any references in the RFP to pre-bid language will not apply as a pre-bid will not be held for this contract. If bidders have questions, they will be addressed in an addendum.

BID QUESTIONS

Purpose: Upon review of the bid documents, bidders may have questions to clarify or interpret the bid in order to submit the best bid possible. To accommodate the Bid Questions process, bidders shall submit by email any such questions no later than November 12, 2024 at 5:00 PM. A response to bidder questions will be in the form of an addendum.

Instructions: Written questions shall be emailed to Steve Hussey sthussey@ncdot.gov by the date and time specified above. Bidders will enter “54-SH-10-PR11938 – Questions” as the subject for the email. Questions received prior to the submission deadline date, the State’s response, and any additional terms deemed necessary by the State will be documented and included in an addendum to be posted on Connect NCDOT:

https://connect.ncdot.gov/letting/Pages/Roadside-Environmental.aspx and on the electronic Vendor Portal (eVP), http://mutcd.fhwa.dot.gov/ https://connect.ncdot.gov/resources/Specifications/Pages/2024-Specifications-and-Special-Provisions.aspx mailto:sthussey@ncdot.gov https://connect.ncdot.gov/letting/Pages/Roadside-Environmental.aspx https://evp.nc.gov. No information, instruction or advice provided orally or informally by any State personnel, whether made in response to a question or otherwise in connection with this RFP, shall be considered authoritative or binding.

Bidders shall be entitled to rely only on written material contained in an Addendum to this RFP.

The Contractor must sign the addendum signature page(s) where indicated and the entire addendum should be returned with the bid package. Please return the entire addendum, but failure to return the executed signature page(s) of the addendum may result in disqualification of bid.

CONTRACTOR PREQUALIFICATION

Any firm that wishes to perform work on this POC as either the prime contractor or as a subcontractor must be pre-qualified for the type work they wish to perform (including but not necessarily limited to NCDOT Work Code “016607 Mowing”). The Contractor performing the Work Zone Traffic Control (either as the prime contractor or as a subcontractor) will be required to be prequalified for the NCDOT Work Code “001105 Work Zone Traffic Control Devices”.

Firms that wish to bid on these projects as the prime contractor must be pre-qualified as either a “Bidder” or “Purchase Order Contract (POC) Prime Contractor” prior to submitting the bid. Firms that wish to perform as a subcontractor to the prime contractor must be pre-qualified prior to beginning work on the project.

Prospective bidders shall obtain prequalification approval at least two (2) business days prior to any letting in which they intend to submit a bid. It is recommended that the prospective bidder file all required statements and documents with the State Prequalifications Engineer no less than four (4) weeks before a given letting. A bid shall not be opened unless all prequalification requirements have been met by the bidder and have been found acceptable by the Engineer.

Information regarding prequalification can be found at: https://connect.ncdot.gov/business/Prequal/Pages/default.aspx

Note: The Contractor performing Work Zone Traffic Control shall have a minimum of one (1) NCDOT Certified Work Zone Supervisor. In order to become a Certified Work Zone Supervisor see information found at:

https://connect.ncdot.gov/projects/WZTC/Pages/Training.aspx. At no time during the contract is the Contractor to be without a NCDOT Certified Work Zone Supervisor.

INTERESTED PARTIES LIST NOT REQUIRED:

(6-21-22)(Rev. 2-20-24) 102 SP1 G02

Revise the Standard Specifications as follows:

The Interested Parties List sign up process is not applicable to this contract.

Page 1-13, Article 102-3 PROPOSALS AND INTERESTED PARTIES LIST, lines 12-15, delete the first paragraph.

Page 1-14, Article 102-8 PREPARATION AND SUBMISSION OF BIDS, lines 43-44, delete the first sentence of the first paragraph.

TERM OF THE CONTRACT

A contract awarded pursuant to this RFP shall have an effective date of March 1, 2025.

No work will be permitted and no purchase order will be issued until all required bonds (if applicable) and prerequisite conditions and certifications have been satisfied.

The completion date shall be February 28, 2026. At its discretion, NCDOT may offer extension of the contract for an additional term up to a maximum of five (5) total terms (original term and four (4) renewals). Extensions for additional term(s) are not guaranteed and are at the sole discretion of NCDOT.

https://evp.nc.gov/ https://connect.ncdot.gov/business/Prequal/Pages/default.aspx https://connect.ncdot.gov/projects/WZTC/Pages/Training.aspx

The Engineer will notify the Contractor in writing by September 1 of each available term if the contract may be extended or not extended. The Engineer must receive a signed response from the Contractor within two calendar weeks of the date of the offer letter. Failure by the Contractor to reply may be received as a rejection of contract extension.

For each contract renewal, each unit bid will be adjusted by the Bureau of Labor Statistics’ Consumer Price Index, using the unadjusted percent change from July (previous term) to July (current term) for the “Services” category of the “Urban Wage Earners and Clerical Workers” table. This data can be found at https://data.bls.gov/timeseries/CWUR0000SAS?output_view=pct_12mths. No changes in the terms, conditions, etc.

of this contract will be made when an extension to the contract is implemented, notwithstanding necessary adjustments to cycles and mileage quantities as permitted by the terms of the contract.

MULTI-YEAR MAINTENANCE CONTRACTS

(4-20-21) (Rev. 4-19-22) SP1 G76

This contract is a multi-year maintenance contract let pursuant to the provisions of N.C. General Statute §136-28.1(b).

In accordance with N.C. General Statute §136-28.1(b), an award in a maintenance contract may be for an amount less but shall not exceed $5,000,000 per year. No payments in excess of this amount will be disbursed, in accordance with the Statute.

PERFORMANCE GUARANTEE

Upon award of contract, the Contractor is required to choose one of the following Performance Guarantee Options by indicating his/her selection on the form provided with the award letter.

Option 1:

Performance and Payment Bonds: A Performance Bond in the amount of one hundred percent (100%) of the contract amount, conditioned upon the faithful performance of the contract in accordance with specifications and conditions of the contract. Such bond shall be solely for the protection of the North Carolina Department of Transportation and the State of North Carolina. The bond will remain in force for the duration of the contract, including extension(s).

In addition, a Payment Bond in the amount of one hundred percent (100%) of the contract amount, conditioned upon the prompt payment for all labor or materials for which the Contractor, or his subcontractors, are liable. Such bond shall be solely for the protection of persons or firms furnishing materials or performing labor for this contract for which the Contractor is liable. The bond will remain in force for the duration of the contract, including extension(s).

The Performance Bond and the Payment Bond shall be executed by one or more Surety Companies legally authorized to do business in the State of North Carolina and shall become effective upon awarding of the contract. The required bonds, 100% Performance Bond and 100% Payment Bond, shall be submitted to the Department’s Purchasing Section within fourteen (14) days after notice of award. If not received, the Department reserves the right to cancel the award and consider other bids.

Option 2:

Retainage Fee: For the initial term and any extensions, the NCDOT shall retain six percent (6%) from the amount of each invoice as a performance guarantee. This amount will be refunded without interest pending the project site review by NCDOT at the end of each term. In the event of default, this amount may be used by NCDOT to obtain services from another source.

DESCRIPTION OF THE WORK

Work includes mowing/trimming of vegetation, and litter/debris removal along State Highway System routes within Anson County. The furnishing of all equipment, tools, materials, transportation, and labor shall be incidental to completion of the work.

https://data.bls.gov/timeseries/CWUR0000SAS?output_view=pct_12mths

TYPICAL SECTION

The terms “Swath” and “Ditch” are used to indicate standard mowing patterns for routine mowing cycles. Typically, Swath contracts require the mowing of an additional swath beyond the ditch line or shoulder point on each routine cycle;

whereas Ditch contracts only require mowing to the ditch line or shoulder point on each routine cycle. A Contract awarded pursuant to this RFP will use the Swath typical section for routine mowing cycles on all routes.

Cleanup mowing cycles shall include the area established for routine mowing and extend to the established tree/wood line or right-of-way, or as directed by the Engineer.

Please see the Appendix for mowing patterns.

SYSTEMS TO BE MOWN, TRIMMED, AND LITTER REMOVED

The Road Miles for each system along with the cycles are shown in the following table. The product of (Road Miles) x (Shoulders) x (Cycles) in Shoulder Miles will be reflected on the Contract Bid Form. The number of anticipated mowing, trimming, and litter/debris removal cycles is an estimate only, and may be increased or decreased by the Engineer due to budget or weather conditions. On routes where herbicidal treatments are used, the number of cycles may be less than the number of cycles required for the entire system.

System Road Number of Cycles

Miles Routine Cleanup Trimming Litter Long-arm

Interstate

Primary Divided 47 5 12 1

Primary Undivided 100 5 12 1

Secondary Divided

Secondary Paved 650 5 12

Secondary Unpaved 140 5

ROUTINE/CLEANUP MOWING

MOWING HEIGHT

Vegetation shall be cut to a height of six (6) inches. At the discretion of the Engineer mowing height may be adjusted as necessary but never less than four (4) inches.

REQUIRED MOWING EQUIPMENT

The Contractor shall provide at minimum (quantity) the following functional and operating equipment each cycle in the performance of mowing for this contract:

• 60" – 90" Mowers: ---------------------5

• 10’ – 15' Flex Wing Mowers:-------- 0

• Long-arm Mowers: ---------------------2

• 60” to 72” Zero Turn type Mowers:-4

This is the minimum amount of equipment specified for this project. Additional equipment may be required to successfully fulfill the contract. If no minimum equipment is specified above, the Contractor is expected to use judgment in gauging the amount of equipment needed to successfully fulfill the contract. Other equipment may be necessary. Such equipment may include, but is not limited to: TMAs, sign trucks, narrow-deck or zero-turn mowers, trailers, mechanic trucks, handheld trimmers, fuel trucks, and supervisor vehicles.

Note: If the Contractor will not be self-performing the work, the Bidder shall present their lease/rental or subcontractor information with the bid response.

If the Contractor demonstrates that the work can be performed on schedule with fewer tractors, the quantity may be reduced with prior approval of the Engineer.

A supervisor and service truck will be required for each county.

Areas that are not accessible by tractors shall be mown by whatever means necessary, including, but not limited to, long-arm, finishing, zero turn, and narrow deck mowers or trimmers. This includes, but is not limited to, areas behind or between guardrails, guiderails, back slopes, and/or ditches.

The Contractor will be required to have a minimum of one (1) 4WD tractor available at the direction of the Engineer.

The Contractor will be required to use a zero-turn mower for mowing vegetation within interchanges in urban areas.

This item will be considered Additional Mowing.

The Contractor must have sufficient equipment to maintain all areas within the right-of-way or mowing pattern.

Equipment limitation will not be an acceptable reason for leaving areas uncut unless approval is given by the Engineer.

Zero turn mowers will be necessary for mowing vegetation in selected medians and/or shoulders of US 74 where landscape projects, excessive signage and/or utilities make it difficult for standard tractor mowing. Those areas are listed under “Intermediate Completion Time Number 1”. These areas will be mown every two weeks at the beginning of the mowing season or as specified by Engineer. Mowing of these areas will end when all other mowing within the county has ended. Any such use of a zero-turn mower will be incidental to cleanup mowing. This item will be considered Specialty Mowing.

Zero-turn mowers may be 3-point hitch finish mowers behind tractors in areas that have been approved by Engineer.

MOWING EQUIPMENT RESTRICTIONS

Flail mowers may be used on all routes, the use of flex wing mowers or sickle mowers will not be allowed on any route.

The Contractor is prohibited from using 15’ mowers on secondary roads. The Contractor is prohibited from using mowers wider than the shoulder, unless sections are authorized by the Engineer. It is the Contractor’s responsibility to remove in a timely manner any grass, brush, or debris deposited into the roadway, which includes travel lanes, shoulders, bulb-outs, ditches, and drainage structures, as a result of the Contractor’s operations in order to eliminate any hazards. These limitations (if any) shall supersede any conflicting provision set forth in the Equipment section of the Project Special Provisions.

LIQUIDATED DAMAGES

The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per tractor per workday for not fielding the minimum number of required operating mowers. The on job supervisor/service man will not meet this full time requirement.

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) per tractor per incident for using prohibited mowers on routes as specified above.

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) per incident for failing to remove in a timely manner any grass, brush, or debris deposited into the roadway, which includes travel lanes, shoulders, bulb-outs, ditches, and drainage structures, as a result of the Contractor’s operations in order to eliminate any hazards.

The Contractor shall incur Liquidated Damages in the amount of Two Dollars ($2.00) per linear foot shall be made where turf is damaged, scalped, or gouged along median guard/guide rail.

All damage to turf shall be repaired within fourteen (14) days of notification. If repairs are not made within stated time NCDOT will repair these areas and deduct the cost from the Contractor’s next invoice.

The Contractor shall incur Liquidated Damages in the amount of One Hundred Dollars ($100.00) per day, per mailbox shall be made when repairs, including supports, are not completed with twenty-four (24) hours of notification by the Department unless a delay in repairs has been approved by the Engineer. All repairs shall be equal to or better than the damaged mailbox and/or support.

The Contractor shall incur Liquidated Damages in the amount of One Hundred Dollars ($100.00) per incident for failing to have required Contractor’s company name, identification number, and telephone number conspicuously and legibly displayed on each tractor, litter removal vehicle, and Service Vehicle.

If an inspector is unable to contact the mowing supervisor for any given county, at the telephone number provide by the Contractor, for a period exceeding twenty-four (24) hours, the Contractor shall incur Liquidated Damages in the amount of One Hundred Dollars ($100.00) per occurrence.

Failure of the Contractor to ensure each supervisor has a cellular telephone and/or give advance notice of telephone number changes shall result in Liquidated Damages in the amount of One Hundred Dollars ($100.00) per occurrence.

INTERMEDIATE COMPLETION TIME NUMBER 1

Intermediate Completion Times (ICTs) for cleanup mowing on all routes, plus any additional mowing as directed by the Engineer in the respective cycle. Contractor shall begin work within five (5) working days of the Date of Availability.

Refer to the following table for ICT dates. The Start Date for Cycle 1 in each year may be adjusted by the Engineer. If such a change is made, the Start Date and Finish Date of cycles 2-5 within that term will be adjusted forward or backward by the same number of days. If this contract is renewed, ICTs will apply to their respective renewal years.

Cycle Date of Availability Type of Cut Date of Completion 1 April 1, 2025 Cleanup May 17, 2025 2 May 20, 2025 Cleanup June 28, 2025 3 July 1, 2025 Cleanup August 9, 2025 4 August 12, 2025 Cleanup September 20, 2025 5 October 14, 2025 Cleanup November 29, 2025

LIQUIDATED DAMAGES

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each calendar day after five days from the Date of Availability that the Contractor has not begun work beginning the sixth day after notification and continuing until work begins. Work is defined as having the minimum quantity of mowers operating on site.

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each calendar day for which acceptable completion of work is delayed beyond its intermediate Date of Completion.

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each calendar day for which mowing was done outside of the prescribed times.

LONG-ARM SLOPE/VERTICAL MOWING

Note: Not all routes mown for this contract will receive long-arm slope/vertical mowing.

Long-Arm mowing is required for 1,300 shoulder miles per county per year, as directed by the Engineer. Generally, all long-arm mowing shall be completed from April through February.

ON CALL ADDITIONAL VEGETATION REMOVAL AT STATIONARY OBJECTS (TRIMMING)

The Department will notify the Contractor of each location on the state highway system where on call vegetation removal is required for areas including, but not limited to sight distance issues. Notification may be made by telephone or email and either method shall be considered sufficient. At the time of notification the Engineer shall inform the Contractor of the facility type so that the Contractor can plan their operations and work zone traffic control. The Contractor shall begin work within forty-eight (48) hours of notification and will be required to prosecute the work in a continuous and uninterrupted manner from the time he begins work until completion and final acceptance of the work in each notification.

The Contractor will have seven (7) days following notification to complete on call vegetation removal. The Contractor shall notify the NCDOT by email when on call vegetation removal is completed. All work shall be subject to inspection by the Engineer at any time.

The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per workday for not beginning work within the seven (7) day notification period beginning the eighth day after notification and continuing until work begins.

Mobilization for On Call Vegetation Removal at Stationary Objects is not a pay item, but is considered incidental to the line item unit price.

Note: It is the responsibility of the Contractor to check and read emails. Failure by the Contractor to read emails will not void the formal notification date.

LITTER/DEBRIS REMOVAL

Mowing operators shall avoid impacting collected bags of litter. The Contractor shall be responsible for gathering and removing any litter resulting from such an impact within four (4) hours of notification by the Engineer for no additional compensation in a manner determined by the Engineer. The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) for failure to complete the cleanup within four (4) hours of notification and as specified by the Engineer per hour or portion thereof that any resulting litter has not been removed by the Contractor.

At no time shall bags or collected litter/debris be allowed to remain on the right of way beyond the end of the workday. The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per calendar day for not complying with the removal of litter/debris.

Note: Not all routes mown for this contract will receive litter pickup.

This operation will take place prior to each mowing cycle, or as directed by the Engineer.

As directed, the removal of litter shall occur prior to mowing operations for all primary road systems and to the extent practical on secondary roads as stated in G.S. 136-28.12 (a).

CYCLE

One (1) complete cleaning of the State Highway System mileage specified. Cleanup shall be performed as specified and as directed by the Engineer.

NOTIFICATION OF WORK

The Engineer may notify the Contractor when to begin a cycle, and on which routes the work is to be performed. It is anticipated that the cycles will be evenly distributed throughout the life of the contract. The Contractor will have ten (10) work days to commence operations after notification has been given by the Engineer. The Contractor shall give the Engineer 48 hours advance notice before commencing work within the ten (10) work day notification period. The

Engineer may notify the Contractor of additional work to be performed on any subject road project in this contract where subject road project is one mile in length or greater.

INTERMEDIATE CONTRACT TIME AND LIQUIDATED DAMAGES

Cycle Date of Availability Completion Date 1 March 1, 2025 March 31, 2025 2 April 1, 2025 April 30, 2025 3 May 1, 2025 May 31, 2025 4 June 1, 2025 June 30, 2025 5 July 1, 2025 July 31, 2025 6 August 1, 2025 August 31, 2025 7 September 1, 2025 September 30, 2025 8 October 1, 2025 October 31, 2025 9 November 1, 2025 November 30, 2025

10 December 1, 2025 December 31, 2025 11 January 1, 2026 January 31, 2026 12 February 1, 2026 February 28, 2026

The date of availability for routes designated for monthly cleanups is the first day of each month. The completion time for this intermediate contract time is the last day of the month.

The Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each calendar day for which acceptable completion of work is delayed beyond its intermediate Date of Completion.

In addition, the Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per work-day until the work is completed for failure to complete litter removal before each mowing cycle.

DAY AND TIME RESTRICTIONS FOR MOWING, TRIMMING, AND LITTER/DEBRIS REMOVAL

The Contractor shall complete the required work of installing, maintaining and removing the traffic control devices where required. Unless approved by the Engineer, the Contractor shall not perform any work on this project and/or close or narrow a lane of traffic on this project during the following time restrictions:

• Monday–Friday from thirty (30) minutes before sunset to thirty (30) minutes after sunrise the following day.

• Saturday from thirty (30) minutes before sunset to thirty (30) minutes after sunrise the following Monday.

INTERMEDIATE CONTRACT TIME AND LIQUIDATED DAMAGES FOR MOWING, TRIMMING OF VEGETATION AND

LITTER/DEBRIS REMOVAL

The Contractor shall not work within the roadway or associated right of way on any state maintained route, detain and /or alter the traffic flow on or during holiday weekends, special events, or any other time when traffic is unusually heavy, including the following schedules:

HOLIDAY AND HOLIDAY WEEKEND WORK RESTRICTIONS

1. For unexpected occurrence that creates unusually high traffic volumes, as directed by the Engineer.

2. For New Year's Day, between the hours of 4:00 p.m. December 31st and 8:30 a.m. January 2nd. If New Year's Day is on a Friday, Saturday, Sunday or Monday, then until 8:30 a.m. the following Tuesday.

3. For Martin Luther King, Jr. Day, between the hours of 4:00 p.m. Friday and 8:30 a.m. Tuesday.

4. For Easter, between the hours of 4:00 p.m. Thursday and 8:30 a.m. Monday.

5. For Memorial Day, between the hours of 4:00 p.m. Friday and 8:30 a.m. Tuesday.

6. For Independence Day, between the hours of 4:00 p.m. the day before Independence Day and 8:30 a.m. the day after Independence Day.

If Independence Day is on a Friday, Saturday, Sunday or Monday, then between the hours of 4:00 p.m. the Thursday before Independence Day and 8:30 a.m. the Tuesday after Independence Day.

7. For Labor Day, between the hours of 4:00 p.m. Friday and 8:30 a.m. Tuesday.

8. For Veteran’s Day, between the hours of 4:00 p.m. the day before Veteran’s Day observance and 8:30 a.m. the day after Veteran’s Day observance.

9. For Thanksgiving Day, between the hours of 4:00 p.m. Tuesday and 8:30 a.m. Monday.

10. For Christmas, between the hours of 4:00 p.m. the Friday before the week of Christmas Day and 8:30 a.m. the following Tuesday after the week of Christmas Day.

Holidays and holiday weekends shall include New Years, Easter, Memorial Day, Independence Day, Labor Day, Thanksgiving, and Christmas. The Contractor shall schedule his work so that work is not required during these periods, unless otherwise directed by the Engineer.

The time of availability for this intermediate contract work shall be the time the Contractor begins to install all traffic control devices where required or begins mowing operations according to the time restrictions listed herein.

The completion time for this intermediate contract work shall be the time the Contractor removes all traffic control devices where required or stops mowing operations according to the time restrictions listed herein.

Liquidated damages for this contract are Two Hundred Fifty Dollars ($250.00) per hour or portion thereof that the Contractor operates outside of the work hours as stated above.

REMOBILIZATION FOR MOWING

DESCRIPTION

During a mowing cycle the Department may require the Contractor to remobilize all or a portion of their equipment to mow areas that are more than ten (10) miles, measured by the most direct route, from the location of the then current mowing operations. The Contractor shall be paid once for each remobilization event at the contract unit price for remobilization and will be paid for the shoulder miles mown at the contract line item unit price for mowing.

Remobilization requests and instructions from the Department may be verbal, but shall be followed by written communication in the form of an email. Contractor will not be compensated for remobilization to address issues of unsatisfactory performance.

INTERMEDIATE COMPLETION TIME REMOBILIZATION

The date and time stamp on the Email communication requesting the Contractor to remobilize and begin mowing operations will serve as the date and time of availability. The intermediate completion time shall be seventy-two (72) hours from the date and time of availability.

The Contractor shall incur liquidated damages in the amount of Fifty Dollars ($50.00) for each hour or portion thereof for which acceptable completion of remobilization and the commencement of mowing operations is delayed beyond the intermediate completion time.

PROSECUTION AND PROGRESS

The Contractor shall pursue the work diligently with workmen in sufficient numbers, abilities, and supervision, and with the equipment, materials, and methods of construction as may be required to complete the work described in the contract, or as may be amended, by the completion date and in accordance with Section 108 of the Standard Specifications.

The Contractor's vehicles and equipment shall not be parked within the State Highway System right of way overnight or at other times when work has been suspended unless approved by the Engineer, and in no case within 30 feet of the edge of pavement. The Engineer may designate specific locations for parking equipment.

The Contractor shall adhere to all applicable regulations and follow accepted safety procedures when working in the vicinity of utilities in order to insure the safety of construction personnel and the public.

In the event that the Contractor's operations are suspended in violation of the above provisions, the Contractor shall incur Liquidated Damages in the amount of the sum of Five Hundred Dollars ($500.00) for each and every calendar day that such suspension takes place. The said amount is hereby agreed upon as liquidated damages due to extra engineering and maintenance costs and due to increased public hazard resulting from a suspension of the work. Liquidated damages chargeable due to suspension of the work will be additional to any liquidated damages that may become chargeable due to failure to complete the work on time.

SAFETY PRECAUTIONS

Failure to comply with any of the requirements for safety and traffic control of this contract shall result in suspension of work as provided in SSRS 108-7. All signs shall be clean, legible, and in good condition as determined by the Engineer.

TRAFFIC CONTROL

In addition, the Contractor shall incur immediate Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each occurrence for failure to provide work zone signing as specified. The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) for each occurrence for failure to remove work zone signing at the end of the day.

LIGHTING AND SIGNAGE

In addition, the Contractor shall incur immediate Liquidated Damages in the amount of Five Hundred Dollars ($500.00) for each occurrence for failure to provide operational lighting and signing on all equipment as specified.

SAFETY VESTS

In addition, the Contractor shall incur Liquidated Damages in the amount of One Hundred Dollars ($100.00) per employee for each occurrence for failure to wear a safety vest as specified, which includes prohibiting the safety vests being blocked from view by backpacks, etc.

DEADHEADING

Contractor shall incur Liquidated Damages in the amount of Five Hundred Dollars ($500.00) per tractor, per occurrence for deadheading equipment in violation of exceptions listed herein.

PROJECT SPECIAL PROVISIONS

Please see additional specifications for each operation pertaining to this proposal under Project Special Provisions “General Specifications”, “Inspection, Acceptance, Measurement, and Payment”, “Equipment”, and “Traffic Control and Work Zone Safety”.

GLOBAL POSITIONING SYSTEM (GPS)

The Contractor shall provide the following:

• All of the specified minimum mowing equipment, ten (10) for this contract, and any additional used on this project, with operators, equipped with a GPS with a monitoring software subscription.

• A minimum of one (1) vehicle, with a supervisor, equipped with a GPS with a monitoring software subscription.

The supervisor shall also have a tablet or iPad with access to the internet for the purpose of monitoring and tracking the locations of their tractors.

EQUIPMENT

All tractors provided by the Contractor shall be equipped with permanent mounted GPS Devices such as the Motorola Locator 2000 or equivalent model. The GPS units must be accompanied with an annual monitoring subscription that will begin and cover the period April 1st through November 30th of each year. The GPS unit and monitoring subscription must demonstrate the following capabilities:

• Generate reports in a spreadsheet format

• Generate mapping

• Report every 30 seconds

• Turn-by-turn tracking

• Internet monitoring with NCDOT management access

• Ability to track vehicle operating speed

• Ability to know when blades have been turned on

• Tampering alert notification

• Operate during extreme temperatures

• Battery backup system

OUTFITTING FEE – GPS

The Outfitting Fee for the GPS units on each of the specified minimum mowing equipment and service vehicle, will be paid in one payment to the Contractor in the amount of One Hundred percent (100%) of the unit bid price on the first year only of the contract.

Payments for these items will be made upon satisfactory inspection, and the completion of all scheduled training sessions and dry runs established by the Engineer. The GPS units with monitoring software and tablet or iPad will be inspected and approved by the Engineer during the scheduled dry run(s). The Engineer will also periodically inspect all equipment provided. If, at any time, the Engineer finds that the equipment is not satisfactory, or has not been maintained in operating condition, the Contractor shall repair or replace the unsatisfactory equipment at the Contractor’s cost. In addition, if a tractor becomes inoperable and requires replacement, the Contractor shall outfit the replacement tractor with an operating GPS unit. If the Contractor does not repair/replace the equipment or outfit replacement tractors within a two (2) day period, this shall result in liquidated damages and may constitute grounds for termination of the contract and the Contractor may be invoiced for a portion of, or all, outfitting fees paid for said equipment. All equipment covered by this pay item will remain the property of the Contractor upon the expiration or termination of the contract.

Costs associated with the maintenance and repair of the equipment and appurtenances shall be considered incidental to the operating costs of the equipment.

GPS MONITORING SOFTWARE SUBSCRIPTION

The Subscription Fee for the GPS monitoring software on each of the specified minimum mowing equipment and service vehicle, will be paid in one payment to the Contractor in the amount of One Hundred percent (100%) of the unit bid price on each year of the contract. The unit bid price will cover service from April 1st through November 30th of each of the optional, renewable maximum five (5) year terms of the contract.

If, at any time, the Engineer finds that the monitoring software subscription does not satisfactorily meet the requirements set forth in this contract, or is not in operation for the specified time frame, the Contractor will update or renew the GPS monitoring software system at the Contractor’s expense. If the Contractor does not update or renew the monitoring software system within a two (2) work day period, this shall result in liquidated damages and may constitute grounds for termination of the contract and the Contractor may be invoiced for a portion of, or all, subscription fees paid for said monitoring software. All software covered by this pay item will remain the property of the Contractor upon the expiration or termination of the contract. Costs associated with the updating of the monitoring software shall be considered incidental to the operating costs of the equipment.

The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per work-day for failure to repair/ replace a non-operational GPS unit, outfit a replacement tractor with an operations GPS unit, and/or update/renew the monitoring software system within the two (2) day period beginning the third day and continuing until the unit is operational.

The Contractor shall incur Liquidated Damages in the amount of Two Hundred Fifty Dollars ($250.00) per work-day per tractor, service vehicle, litter truck, or long-arm mower performing work within the county without prior notification. All of the Contractors work vehicles and tractors being used for any grass mowing, vegetation cutting or litter pickup operations within this county shall be equipped with an operational GPS unit meeting all of the requirements set forth in this contract.

EQUIPMENT IDLING GUIDELINES

(1-19-21) 107 SP1 G096

Exercise reduced fuel consumption and reduced equipment emissions during the construction of all work associated with this contract. Employees engaged in the construction of this project should turn off vehicles when stopped for more than thirty (30) minutes and off-highway equipment should idle no longer than fifteen (15) consecutive minutes.

These guidelines for turning off vehicles and equipment when idling do not apply to:

1. Idling when queuing.

2. Idling to verify the vehicle is in safe operating condition.

3. Idling for testing, servicing, repairing or diagnostic purposes.

4. Idling necessary to accomplish work for which the vehicle was designed (such as operating a crane, mixing concrete, etc.).

5. Idling required to bring the machine system to operating temperature.

6. Emergency vehicles, utility company, construction, and maintenance vehicles where the engines must run to perform needed work.

7. Idling to ensure safe operation of the vehicle.

8. Idling when the propulsion engine is providing auxiliary power for other than heating or air conditioning. (such as hydraulic systems for pavers)

9. When specific traffic, safety, or emergency situations arise.

10. If the ambient temperature is less than 32 degrees Fahrenheit. Limited idling to provide for the safety of vehicle occupants (e.g. to run the heater).

11. If the ambient temperature is greater than 90 degrees Fahrenheit. Limited idling to provide for the safety of vehicle occupants of off-highway equipment (e.g. to run the air conditioning) no more than 30 minutes.

12. Diesel powered vehicles may idle for up to 30 minutes to minimize restart problems.

Any vehicle, truck, or equipment in which the primary source of fuel is natural gas or electricity is exempt from the idling limitations set forth in this special provision.

FUEL PRICE ADJUSTMENT PAPER BID:

(11-15-05) (Rev. 1-16-24) 109-8 SP1 G44

Revise the Standard Specifications as follows:

Page 1-82, Article 109-8, FUEL PRICE ADJUSTMENTS, add the following:

The base index price for DIESEL #2 FUEL is $2.2387 per gallon. The base price is the average terminal price for the first day of October. The base price for this contract shall persist through all renewals. The fuel price adjustment will be administered based on shoulder miles mown during that month. The monthly updated fuel price for adjustments during the course of this contract, including renewals, can be found at:

https://connect.ncdot.gov/projects/construction/Pages/Pavement-Construction-Prices.aspx.

The fuel adjustment factor was derived from industry-provided fuel consumption on routine and cleanup mowing for all systems. This factor was validated using NCDOT fuel usage for mowers.

The following formula will be used to calculate the appropriate payment:

𝑆𝑆 = (𝐴𝐴 − 𝐵𝐵) × 𝑄𝑄 × 𝐹𝐹

Where:

𝑆𝑆 = 𝑀𝑀𝑀𝑀𝑀𝑀𝑀𝑀ℎ𝑙𝑙𝑙𝑙 𝐹𝐹𝐹𝐹𝐹𝐹𝑙𝑙 𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝐹𝐹 𝐴𝐴𝐴𝐴𝐴𝐴𝐹𝐹𝐴𝐴𝑀𝑀𝐴𝐴𝐹𝐹𝑀𝑀𝑀𝑀

𝐵𝐵 = 𝐵𝐵𝐵𝐵𝐴𝐴𝐹𝐹 𝐼𝐼𝑀𝑀𝐴𝐴𝐹𝐹𝐼𝐼 𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝐹𝐹

𝐴𝐴 = 𝐴𝐴𝐴𝐴𝐹𝐹𝑃𝑃𝐵𝐵𝐴𝐴𝐹𝐹 𝑇𝑇𝐹𝐹𝑃𝑃𝐴𝐴𝑃𝑃𝑀𝑀𝐵𝐵𝑙𝑙 𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝑃𝐹𝐹

𝑄𝑄 = 𝑆𝑆𝑆𝑆𝑀𝑀 𝑃𝑃𝑀𝑀𝐴𝐴𝑐𝑐𝑙𝑙𝐹𝐹𝑀𝑀𝐹𝐹𝐴𝐴 𝐴𝐴𝐹𝐹𝑃𝑃𝑃𝑃𝑀𝑀𝐴𝐴 𝐹𝐹𝐵𝐵𝑃𝑃ℎ 𝑐𝑐𝐹𝐹𝑃𝑃𝑃𝑃𝑀𝑀𝐴𝐴

𝐹𝐹 = 𝐹𝐹𝐹𝐹𝐹𝐹𝑙𝑙 𝑓𝑓𝐵𝐵𝑃𝑃𝑀𝑀𝑀𝑀𝑃𝑃 𝑓𝑓𝑀𝑀𝑃𝑃 𝑃𝑃𝑀𝑀𝑀𝑀𝑀𝑀𝑃𝑃𝐵𝐵𝑃𝑃𝑀𝑀 𝑃𝑃𝑀𝑀𝐹𝐹𝐴𝐴

The items of work and the fuel factor used in calculating adjustments to be made are as follows:

𝐵𝐵 = 2.2387

𝐴𝐴 = 𝑉𝑉𝐵𝐵𝑃𝑃𝑃𝑃𝐹𝐹𝐴𝐴 𝑏𝑏𝑙𝑙 𝐴𝐴𝑀𝑀𝑀𝑀𝑀𝑀ℎ

𝑄𝑄 = 𝑉𝑉𝐵𝐵𝑃𝑃𝑃𝑃𝐹𝐹𝐴𝐴 𝑏𝑏𝑙𝑙 𝐴𝐴𝑀𝑀𝑀𝑀𝑀𝑀ℎ

𝐹𝐹 = 1.6

Should the contract be extended, the base index price shall persist through all renewals.

https://connect.ncdot.gov/projects/construction/Pages/Pavement-Construction-Prices.aspx

PROJECT SPECIAL PROVISIONS

GENERAL TERMS AND CONDITIONS

ACCEPTANCE AND REJECTION

The right is reserved by NCDOT to accept or reject any and all bids or to waive any informality in bids. In case of error in the extension of prices in the bid, unit prices will govern.

COMPETITIVE BIDS

In compliance with 23 U.S.C. § 112, the signer of this bid certifies this bid has not been arrived at collusively nor otherwise in violation of Federal or North Carolina antitrust laws. All bids must be signed by the owner or an officer of the firm.

AWARD OF CONTRACT

“The North Carolina Department of Transportation, in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252) and the Regulations of the Department of Transportation (49 C.F.R., Part 21), issued pursuant to such act, hereby notifies all bidders that it will affirmatively insure that the contract entered into pursuant to this advertisement will be awarded to the lowest responsible bidder without discrimination on the ground of race, color, or national origin”.

All qualified proposals will be evaluated by NCDOT to constitute the best value offered for the purpose intended.

Responsible bidders will be determined considering the following items:

A. Related Work Experience B. Equipment C. Financial Stability D. References E. Price

The bidder may be required to furnish supporting documentation for items A, B, C, and D. The lowest responsible bidder will be notified if their proposal has been accepted, and the contract awarded. If awarded the contract, the bidder will be expected to perform the work. Withdrawal of proposal will be allowed only under limited conditions. Failure to perform may result in the bidder being held in default of contract. The Department will then proceed to the second lowest bidder and may charge the low bidder who is in default with the additional cost of obtaining those services.

All awards are final and are not subject to further review. Any formal complaints concerning awards should be made in writing to the Engineer.

PAYMENT AND RETAINAGE

Payment to the Contractor will be made only for the actual quantities of the various items that are completed and accepted in accordance with the terms of the contract. Payment to the Contractor will be made monthly. Terms shall be payable upon receipt of approved invoice. If the Contractor and the Engineer agree, payment may be made by cycle.

However, fuel price adjustments to payment will be based on work performed in a calendar month.

Requests for payment shall be made by Contractor’s Invoice. All invoice items and unit costs shall correspond to contract pay items. In the event of error or discrepancy in items or unit costs, the Department may return the invoice to the Contractor for correction. To avoid confusion and delay of payments each invoice should have a unique Invoice Number, i.e. 1, 2, 3…. In addition, the invoice should be positively identified and associated with the Purchase Order including the Purchase Order Number and the County the work was completed in on the invoice. The invoice shall be completely and legibly filled out with all appropriate information and shall be signed by an authorized representative of the Contractor.

All invoices shall be original and submitted to the Division Roadside Environmental Engineer for approval. Statements of all Subcontractor payments shall be included with invoices. These statements are to be submitted on the Subcontractor Payment Information Form (DBE-IS), they shall be original and in ink.

Payment will not be made until invoices and DBE-IS forms are received. Invoices should be received by the Department within 30 days of the completion of the work.

If bonds were not provided, retainage will be withheld. The Department reserves the right to withhold payment for a specific location until after…