11/3/2025

IFB for Mowing of Miscellaneous Areas in Philadelphia County

STATEMENT OF WORK

SPECIAL PROVISIONS

1. Governing Specifications

2. Pre-Bid Meeting

3. Questions and Answers

4. Method of Award

5. Service Requirements

6. Purchase Order Validity Period

7. Option to Renew

8. Option to Extend

9. Estimated Quantities

10. Subcontracting

11. Contract Representative

12. Equipment and Operator Requirements

13. Equipment Inspection

14. Work Zone Traffic Control Requirements (WZTC)

15. Work Requirements and Procedures

a. Schedule

b. Holidays

c. Work Performance

d. Work Crew Readiness

e. Compliance Notifications

f. Disposal Site Requirements

g. Active Construction Zones and Beautification Areas

h. Property Damage

16. Pre-Service Meeting

17. PennDOT Roadside Contract Administration

18. Global Positioning System Equipment Requirements (for Trash Crew Only)

19. Invoice and Billing Instructions

20. Spill Plan and Spill Kit

21. Strategic Environmental Management Program

22. Work Protection and Investment

PAY ITEMS:

Item 1: Mowing - Bi-Weekly Item 2: Mowing - Monthly Item 3: Mowing - Tri-Annual Item 4: Mowing - Annual Item 5: Trash Pickup and Disposal - Miscellaneous

ATTACHMENTS:

Attachment 1, Contractor Information Form Attachment 2, Roadside Equipment Inspection (REI) Form Attachment 3, Confirmation of Services Form (Form OS-501) Attachment 4, M-609 Summary Spreadsheet Attachment 5, Tabulation of Quantities Attachment 6, Location of Islands and Parcels KMZ File Attachment 7, Accessing PennDOT iPad Applications for Business Partners Attachment 8, Work Zone Traffic Control Compliance Checklist and Notification Form, CS-901 Attachment 9, Contractor Work Performance Notification Form, CWP

SPECIAL PROVISIONS

1. GOVERNING SPECIFICATIONS

The purpose of this Invitation for Bid (IFB) is to procure a Contractor to perform Mowing, String Trimming and Trash Pickup and Removal Services in Philadelphia County for the Pennsylvania Department of Transportation (hereinafter referred to as PennDOT). These services may be requested within PennDOT right-of-way and are to be performed in accordance with the most recent version of the following: (these documents can be found on the PennDOT website www.pa.gov/agencies/penndot.html or via an internet search by title)

• PennDOT Publication 213– Temporary Traffic Control Guidelines

• PennDOT Publication 23 – Maintenance Manual, Chapter 13

This bid solicitation has been reserved for Small Business Contracting. Only those Bidders certified as DGS Small Businesses through the Small Business Contracting Program may submit a bid for these services.

Public Bid Opening Will Be Held Virtually via Microsoft Teams on 01/09/2026 at 11:00AM EST). Please contact purchaser Miranda Alessandrini at mialessand@pa.gov for meeting invitation.

In the event there is a conflict among the documents comprising this Contract, PennDOT and the Contractor have agreed on the following order of precedence: the Contract; the IFB; and the Contractor's Bid in Response to the IFB.

The PennDOT Project Manager for this contract will be the Roadway Programs Manager (RPM) or Designee.

2.PRE-BID MEETING

An optional pre-bid meeting will be scheduled on January 6, 2026 at 10:00 AM (EST) via Microsoft Teams.

Please contact Miranda Alessandrini at mialessand@pa.gov. The purpose of this meeting will be to familiarize potential bidders with the scope of work, tabulation of quantities, and other informational items as outlined in this Statement of Work.

3. QUESTIONS AND ANSWERS

All questions pertaining to Solicitation #6100065051 must be made prior to 12/29/25 at 10:00A.M. (EST).

All questions and answers will be posted to the Solicitation in eMarketplace for public viewing. Please send you question via email to the purchaser.

4.METHOD OF AWARD

All suppliers are required to bid on all lines of the SRM electronic Solicitation. The contract is a single award (one Vendor), thus, only one supplier will be awarded.

5.SERVICE REQUIREMENTS

Roadside mowing, trimming, and trash pickup and removal is an essential maintenance activity which contributes to motorists’ safety, sign visibility, vegetation control and roadside appearance. Mowing is to be performed on an as needed basis as directed by the RPM or designee. For the purposes of this contract, trash is defined as fallen branches, rocks, articles from vehicles, including rubbish and any debris two inches (2”) and greater in size.

This work is the furnishing of all material, equipment, personnel, liability insurance, safety equipment and best operational practices necessary for the efficient mowing, and trash pickup and disposal, for traffic islands, PennDOT-owned right-of way-parcels, landscaped areas, recently cleared areas, and other mowing areas within PennDOT Right of Way as described in this Statement of Work.

Work continuously until each location is completed. Do not leave work location except when necessary due to the onset of inclement weather or darkness. When feasible, conduct all work operations from or beyond the roadway shoulder.

https://www.pa.gov/agencies/penndot.html#sortCriteria%3D%40copapwpeffectivedate%20descending mailto:mialessand@pa.gov mailto:mialessand@pa.gov

The services provided shall be consistent with standard operating procedures and applicable Federal, State, Local laws, rules, and regulations for the protection of public health and the environment, including following OSHA safety requirements.

The Contractor is responsible to review and field-view the mowing areas and submit any questions prior to the start of work. To support Contractors’ efforts to review and field view the mowing areas prior to the start of work, the Department is providing, for information purposes only, Attachment 6, Location of Islands and Parcels KMZ File. PennDOT reserves the right to change the format of this file over the term of this contract to other mapping file types which may include online GIS map, PennDOT OneMap or similar programs.

Objects that require the efforts of more than the entire crew to lift onto the truck can be left in place where discovered. Notify the RPM or Designee by the end of the day if oversized objects are encountered.

Do not disturb any steel drums or other types of sealed containers which might contain solid, liquid, or gaseous chemical wastes, hospital wastes or infectious wastes. Immediately notify the RPM or Designee if any such material is discovered.

All work crews will be equipped as described below under EQUIPMENT REQUIREMENTS and PAY ITEMS.

The Contractor will be required to submit all duplicate or back-up equipment for inspection prior to its use under this contract.

The Department may require two (2) separate crews to perform work on the same day occasionally.

PennDOT will provide the Contractor with a minimum notice of 7 business days if a second crew is required.

If additional crews are requested by the RPM or Designee, the RPM or Designee may waive the need for additional equipment.

6. PURCHASE ORDER VALIDITY PERIOD

The initial validity period will begin upon issuance of a fully executed purchase order, and end December 31st, 2026.

7. OPTION TO RENEW

This purchase order may be renewed for a maximum of four (4) additional one (1) year terms. The optional renewal years, if any, may be exercised in the Commonwealth’s sole discretion so long as the Department provides written notice to the contractor of its intention to renew the purchase order prior to the expiration of the term agreement, or any extension thereof.

No work may begin or be reimbursed prior to issuance of the purchase order. The selected Contractor will be paid after submitting invoices, provided such invoices are in accordance with the work plan and approved by the Commonwealth Project Manager. Final payment will not be made until all Project work has been successfully completed.

Any renewal will be under the same terms, covenants, and conditions, provided, however, that the rates under the contract may be increased up to 3% during each renewal term.

8.OPTION TO EXTEND

The Department reserves the right to extend a purchase order for up to three (3) months upon the same terms and conditions.

9. ESTIMATED QUANTITIES

All quantities are estimated, and the Department reserves the right to increase or decrease these quantities based upon need.

Estimated acreages of the areas to be mowed and the estimated frequency; the number of times each area is to be mowed each growing season are listed in the Attachment 5, Tabulation of Quantities. Estimates may not reflect the actual quantities and the Contractor is responsible for reviewing the mowing areas.

Mowing cycles may vary per growing season. PennDOT reserves the right to modify without limitation, and without increasing the unit cost payout to the contractor, the number of mowing cycles, frequencies and/or the acreage in the Tabulation of Quantities as necessary for any reason, including available program budgets, annual cycle schedules, construction project (starts or close-outs) roadside modifications or weather patterns.

When areas are assigned or removed to the Contractor, they will be notified in writing of the additional areas by the RPM or designee. The contractor MUST perform mowing services requested at any additional areas within the limitations set forth above; failure to complete assigned areas will be considered non-compliance, and the Contractor will be issued a Contractor Work Performance Compliance Notification.

Trash Removal and Disposal hours per person may vary per growing season. PennDOT reserves the right to modify without limitation, and without increasing the unit cost payout to the contractor, the Trash Removal and Disposal hours per person in the Tabulation of Quantities as necessary for any reason, including available program budgets, annual cycle schedules, construction project (starts or close-outs) roadside modifications or weather patterns.

10. SUBCONTRACTING

Subcontracting is not permitted under this contract.

11. CONTRACT REPRESENTATIVE

The Contractor shall assign one of its employees to serve as the Contract Representative. The Contractor's Contract Representative will be the Contractor’s sole contact person designated to interact and communicate with the Department on all contract-related activities and issues. The Contractor Representative must be available 24-hours a day, seven (7) days a week, and proficient in the English language.

The Contractor shall provide the Department with Contractor’s Contract Representative's contact information including name, title, cell phone number, and email address.

The Contractor's Contract Representative shall have the authority to make all contract-related decisions.

The Contractor shall notify the Department immediately, in writing, of any change involving the individual serving in this position.

The Contractor must complete and submit Attachment 1, Contractor Information Form to the PennDOT Purchasing Agent within 3 business days of notice of apparent low bidder status.

PennDOT reserves the right to require changes to the Contract Representative or personnel when necessary to carry out the safe, professional, and effective performance of the contract.

12. EQUIPMENT AND OPERATOR REQUIREMENTS

The Contractor shall ensure all equipment and equipment operators comply with applicable PA Motor Vehicle laws and federal regulations. The Contractor is responsible for determining adequate staffing and equipment needed to provide the services described in this Statement of Work. PennDOT reserves the right at any time to request additional staffing and/or equipment if deemed necessary. An ANSI Class 2 safety vest, hard hats and leather boots must be worn by all crew members at all times in work zones.

The contractor shall furnish equipment of the type, configuration, and condition specified; and in the quantity needed to fulfill the terms of the contract, including specified mowing types, cycle durations, and frequencies. Maintain this equipment as necessary to keep it in good operating condition, subject to review and acceptance by PennDOT, before and during its use in connection with this work.

Ensure that equipment used for mowing is in operable condition at all times and meets the requirements of the Pennsylvania Motor Vehicle Code. The company name and contact information shall be clearly displayed and visible on all motor vehicles used on the contract.

Regarding equipment, the following minimum standards shall be met for biweekly mowing areas:

• Mower(s): Commercial grade, 48”-60” cutting width, with mulch kit attachment available to use as needed.

• Trimmer(s): Commercial grade, straight-shaft; 24.1 cc engine, with brush blade attachment to use as needed.

• Blower(s): Commercial grade, backpack; 63.33 cc engine

Any equipment to be used on areas with a less frequent mowing than biweekly mowing shall be proposed by the contractor to ensure the areas are maintained according to the description in the PAY ITEMS section below.

Any additional equipment deemed necessary to complete the mowing areas within the 14-calendar daytime frame and mowing frequency is to be provided by the contractor. PennDOT reserves the right to waive minimum mowing equipment standards if Contractor submits larger capacity equipment that can perform the work in an equal/lesser time frame.

13. EQUIPMENT INSPECTION

The apparent low bidder shall demonstrate to the RPM or Designee that the equipment proposed for use in meeting the requirements of the contract is of sufficient capacity and quantity, and that all such equipment is in good working order. Additionally, the apparent low bidder may be asked to demonstrate that the personnel employed for providing the services required by the contract are sufficiently trained to operate the Contractor’s proposed equipment. The demonstration will also include Work Zone Traffic Control vehicles needed for compliance with traffic safety requirements as defined in the current version of PennDOT Publication (Pub) 213.

The Contractor will, within three (3) business days of notice of apparent low bidder status, submit the completed Attachment 2, Roadside Equipment Inspection (REI) Form to the PennDOT Purchasing Agent.

Within 10 calendar days of notice of apparent low bidder status, the RPM will notify the apparent low bidder regarding the date, time, and location of the demonstration.

At the discretion of the RPM or Designee, the apparent low bidder may be provided with up to five (5) additional calendar days after an initial, unsuccessful demonstration of equipment and personnel acceptability to prepare for and satisfactorily complete a second demonstration.

If the apparent low bidder fails to demonstrate the acceptability of its equipment and/or personnel within ten (10) business days of PennDOT's initial notification of date and time of inspection, the apparent low bidder will be deemed nonresponsive and not responsible, and its bid will be rejected. The contract will then be awarded to the next lowest responsive and responsible bidder that successfully demonstrates the acceptability of its equipment and personnel.

PennDOT will provide the Contractor written communication regarding the outcome of the equipment demonstration.

If changes to equipment and/or personnel are made after the award, the Contractor will notify the RPM and may be asked to successfully demonstrate the acceptability of the equipment and/or personnel as specified above.

All equipment listed by the Contractor on Attachment 2; Roadside Equipment Inspection (REI) Form must be present at the demonstration; incidental equipment need not be included. All equipment shall be licensed, insured, and registered in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract.

The Contractor name, logo if applicable and contact information must be visible on all motor vehicles used on the contract.

14. WORK ZONE TRAFFIC CONTROL REQUIREMENTS (WZTC)

Contractor shall conduct Maintenance and Protection of Traffic in accordance with the current version of Publication 213. Contractor shall provide all traffic control setups, shadow vehicles, signage, warning lights, flags, flashing lights, and any other work zone traffic control equipment required by Publication 213 necessary to ensure the safety of the traveling public and minimize interference with the normal flow of traffic. Contractor shall not close any lanes of travel without prior coordination with the RPM.

The costs of Maintenance and Protection of Traffic as required by Publication 213 for performing work on two-lane and/or two-way highways is considered incidental and will not be paid for separately.

From a traffic safety standpoint, it is anticipated that the majority of this work will be a “Mobile Operation”.

For any work locations not considered a “Mobile Operation”, the Contractor shall provide the appropriate Maintenance and Protection of Traffic as required by Publication 213.

15. WORK REQUIREMENTS AND PROCEDURES

a) SCHEDULE: A Notice to Start Cycle will be initiated in writing by the RPM or designee at the beginning of the mowing season. Mowing operations must commence within 7 business days of the Notice to Start Cycle. The mowing shall be completed based on the frequency; the number of times area is to be cut per growing season as noted on Attachment 5, Tabulation of Quantities unless otherwise directed by RPM or designee. Listed Below are estimated start dates for each frequency type and the estimated number of times each frequency shall be cut each year.

o Mowing Frequencies:

Bi-Weekly Frequency areas will be cut once every 2 weeks or approximately 14 times per calendar year. The estimated season start date for this frequency is April 15th and the estimated date for the last cut will is November 15th of each calendar year.

Monthly Frequency areas will be cut once a month or approximately 7 times per calendar year. The estimated start date for this frequency is April 15th and the estimated date for the last cut is October 15th of each calendar year.

Tri-Annual Frequency areas will be cut 3 times per calendar year. The estimated season start date for the first cut of this frequency is May 1st, the start date for second cut is August 1st, and the start date for third cut is November 1st of each calendar year.

Annual Frequency areas will be cut an estimated 1 time per calendar year. The estimated start date for this is August 1st of each Calendar year.

The maximum number of days to complete one cycle will be 14 calendar days; failure to complete a cycle within the time limits agreed to will be considered a Contractor Work Performance Issue.

If an area is not completed or the completed work does not meet the requirements outlined below in the PAY ITEMS section, a notification will be sent to the contractor by the RPM or designee. The requested follow-up work must be completed by the end of the following business day unless there is a circumstance that will prevent the work from being completed.

Any issues preventing the crew from completing the work activities must be relayed to the RPM or designee as soon as possible. Detailed photos must accompany the notification and notification must be sent via email.

Work will be performed Monday through Friday. Work on Saturday and Sunday, as necessary, may be performed only with written consent of the Project Manager or Designee.

The daily work schedule may be between sunrise and sunset daily.

Each crew foreperson must make a call-in (working/not working) to the Project Manager or Designee by text message, telephone or email each day; this report is to be made by 7:00 AM. At the end of each working day, a call-out must be made to the Project Manager or Designee by text message, telephone, or email each day by 3:30 PM. In all cases, if the Project Manager or Designee is not available, the Contractor must leave the Project Manager or Designee a text message, voice message, or send an email to communicate work status and location.

Each daily call-in must include notification if Work Zone Traffic Control (WZTC) measures will be used during the day. If the WZTC requirement changes from what was reported in the daily call-in, the Project Manager must be notified immediately. WZTC is incidental to the services provided and will not be paid for separately.

During times of inclement weather or special events, the Project Manager or Designee may postpone work until a more suitable time.

Unless otherwise directed by the Project Manager or Designee, a work shift may begin no earlier than sunrise and end no later than sunset, provided sufficient daylight and/or weather conditions exist to allow for the safe completion of work activities.

No payment will be made for hours not worked due to inclement weather, equipment breakdowns, mandatory lunch breaks, or other causes. Payment will be made for time spent on field repairs requiring less than one (1) hour of down time; any crew member not involved in equipment repair shall make all reasonable efforts to continue working in a productive manner. Any breakdown shall be immediately reported to the Project Manager or Designee; no payment shall be made for field repair if the PennDOT has not been notified on the day of occurrence.

b) HOLIDAYS: No work shall be scheduled to occur on the following holidays unless written permission to do so is provided by PennDOT:

1. New Year’s Day

2. Martin Luther King Day

3. President’s Day

4. Memorial Day

5. Juneteenth

6. Independence Day (4th of July)

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. The Day after Thanksgiving

12. Christmas Day

For all holidays occurring on a Sunday, the following Monday will be recognized as the day when no work is to be scheduled. For all holidays occurring on a Saturday, the Friday before will be recognized as the day when no work is to be scheduled.

The Contractor shall not implement travel lane restrictions or any activities that will impede traffic during the following periods unless otherwise approved by the Project Manager or Designee:

1. Tuesday 5.00 AM through Monday 8.00 PM (Thanksgiving Weekend)

2. Friday before Holiday at 5:00 AM through the Monday after at 8:00 PM (Christmas and New Year's Weeks)

3. Friday 5:00 AM through Tuesday 8:00 PM (Easter Weekend)

4. Friday 5:00 AM through Tuesday 8:00 PM (Memorial Day Weekend)

5. Friday 5.00 AM to Tuesday 8.00 PM (Independence Day Weekend)

6. Friday 5.00 AM through Tuesday 8.00 PM (Labor Day Weekend)

7. Special Events

c) WORK PERFORMANCE: The Project Manager or Designee may submit to the Contractor a list of work areas that may include additional information, such as high-priority or special needs areas, requested work order etc. The Contractor shall provide a general schedule for approval that clarifies the order and time frame needed to complete the work.

d) WORK CREW READINESS All work crews must have a full complement; Contractor may not start work without a full crew complement without prior permission from Project Manager or Designee. Absenteeism which prevents Contractor crews from performing work will be considered a contractor performance issue.

Absenteeism which prevents Contractor crews from performing work may result in the assessment of liquidated damages, performance issue entry in the Commonwealth's Contractor Responsibility Program System, and Purchase Order Cancellation.

e) COMPLIANCE NOTIFICATIONS: A written response to a Compliance Notification is required within 24 hours of receipt. REPEATED INADEQUATE REPONSES TO COMPLIANCE NOTIFICATIONS

MAY RESULT IN THE CONTRACTOR BEING FOUND NON-RESPONSIVE OR NOT

RESPONSIBLE. IN THIS CASE, PENNDOT RESERVES THE RIGHT TO WITHDRAW THE

CONTRACT AND REQUEST SERVICES FROM THE NEXT LOWEST BIDDER.

1. WORK ZONE TRAFFIC CONTROL (WZTC): If the Project Manager or Designee observes any aspect of a safety setup that raises questions or concern, the Contractor will be notified immediately and a Work Zone Traffic Control Compliance Checklist and Notification Form, CS-901 (Attachment 8), will be used to document and request clarification or a remedy.

2. WORK PERFORMANCE: Crews are expected to be productive and work continuously throughout the day (except for a lunch break, if taken). Excessively long breaks and unproductive crew members or crews will not be tolerated. If the Project Manager or Designee observes sub-standard work performance, the Contractor will be notified immediately, and a Contractor Work Performance Notification Form (Attachment 9) will be used to document and request clarification or a remedy.

The work of the Contractor is subject to inspection by PennDOT at any time. Unannounced inspections of operations performed under this contract may be conducted by the RPM or a Designee.

The RPM will have the authority to stop operations being performed under this contract at any time and for any reason. Deficiencies found during an inspection shall be corrected, at no cost to PennDOT, before operations resume.

f) DISPOSAL SITE REQUIREMENTS

At the Pre-Service meeting, the Contractor will provide the RPM or Designee with a list of disposal sites that the Contractor will be using to dispose of the materials picked up under this contract.

Contractor must utilize disposal sites approved and licensed by the Commonwealth of Pennsylvania Department of Environmental Protection.

Contractor must notify PennDOT in advance of changes in disposal site(s). All Trash disposal costs and fees will be incidental to this service.

The Department reserves the right to direct the Contractor to dump at any approved location.

g) ACTIVE CONSTRUCTION ZONES AND BEAUTIFICATION AREAS The Contractor shall not perform any operations within active construction zones or beautification areas unless directed to do so by the RPM or Designee.

h) PROPERTY DAMAGE The Contractor shall repair or replace any PennDOT property, or private property, damaged during operations performed under this contract at no additional cost to PennDOT.

16. PRESERVICE MEETING

A Pre-Service Meeting will be scheduled by the Issuing Officer or Designee after the purchase order is issued and will be held at the PennDOT District 6-0 Office.

The Pre-Service meeting is an incidental item and will not be paid for.

The Contractor will have five (5) calendar days to be ready to start work after the Pre-Service Meeting is held.

17. PENNDOT ROADSIDE CONTRACT ADMINISTRATION

While PennDOT reserves the right to request submission of the M-609 in other formats in the future as detailed below, PennDOT requires Form M-609s to be submitted via a mobile application (hereinafter the “application”).

Any reference throughout this document to the M-609 shall mean the PennDOT Form M-609, which shall be completed by the Contractor via PennDOT’s mobile application unless directed otherwise by the Project Manager or Designee. To that end, the following requirements apply:

1. The Contractor shall become a PennDOT Business Partner, obtain credentials to utilize the application, and follow “Accessing PennDOT iPad Applications for Business Partners” (Attachment 7). This document provides guidance on registering to become a Business Partner and using the application.

2. The Contractor shall be responsible for the purchase, maintenance, and operation of all hardware, including devices such as but not limited to compatible cellular telephones or tablets, necessary to utilize the application.

3. The Contractor shall submit all Form M-609s to PennDOT via the application. If applicable, supplemental daily information (GPS pins/information, photographs, etc.) shall be attached as pdf files.

4. A minimum of one M-609 shall be submitted per mowing cycle. Trash pickup and disposal M-609 shall be submitted daily. The regular submission of M-609’s is critical to the efficient administration of this contract and will be agreed upon at the Pre-Service meeting. If a revision is needed for an M-609, it will be “rejected” to the Contractor through the mobile application.

5. Once registered as a Business Partner, the Contractor shall use the application statewide for roadside maintenance work and, as directed by the PennDOT and its authorized personnel, including without limitation the Project Manager or Designee, complete Form M-609 electronically, with the same binding legal effect as though certified in writing.

18. GLOBAL POSITIONING SYSTEM EQUIPMENT REQUIREMENT (FOR TRASH CREW ONLY)

An Automated Vehicle Location (AVL) or Global Positioning System (GPS) unit provided by the contractor must be used for all crews working under the Purchase Order.

The cost for the contractor to provide the AVL/GPS requirement is considered incidental.

This device will be used to verify the hours worked and work locations visited by each crew.

The GPS unit used must produce a report that identifies daily work locations at one (1) minute intervals, minimum.

Contractor shall acquire and maintain a GPS Service Provider and provide to PennDOT access to real-time GPS data for work verification. Contractor shall create and maintain a PennDOT logon and shall share the username and password with the Project Manager or Designee to be provided at the Pre-Service meeting.

The above systems shall be capable of producing a daily report that shall include the following at a minimum:

1. Date

2. Truck identification number(s)

3. Description of Crew (Crew Type)

4. Work location(s) including:

a. GPS coordinates

b. Time spent at each location.

c. Address or roadway name.

A daily GPS report shall be attached to each corresponding M-609 Form when submitted for PennDOT review and included with the OS-501 Form (See “Invoice and Billing Instructions” below).

19. INVOICE AND BILLING INSTRUCTIONS

A completed Confirmation of Services Form (Form OS-501) (Attachment 3), and M-609 Summary Spreadsheet (Attachment 4) shall be submitted by the Contractor to the Project Manager or Designee for review and verification on a monthly basis. Both forms shall be itemized, include sufficient detail, and coordinate with the line items on the Purchase Order. The Project Manager or Designee will notify the Contractor if corrections are needed. Untimely or incomplete submissions of Form OS 501 and M-609 Summary Spreadsheets may delay processing of a “proper invoice” as required by the Payment section of the Terms and Conditions.

The Contractor shall ensure that all line item quantities are monitored throughout the term of the Purchase Order and shall track line item usage to be able to forecast shortages before they occur. When shortages are identified, the Contractor shall cease work immediately and contact the RPM.

20. SPILL PLAN AND SPILL KIT

Contractor must submit a Spill Plan to the DRS at the Pre-Service Meeting. The plan shall detail the steps that will be taken to contain any and all fluids and material that may accidentally be discharged by any of the equipment. In addition, the plan shall provide direction to the crew on the cleanup and disposal process of any/all leaked contaminants or material. If an environmental remediation company will be utilized, the name of the company and contact must be supplied.

Contractor must equip each crew with a Spill Kit. The Contractor's Spill Kit(s) must be presented to the RPM at the Equipment Inspection. The Spill Kit must be capable of containing any and all fluids and material that may accidentally be discharged by any of the equipment to prevent the discharge from entering any inlets or water ways. Contractor will check the spill kit on a monthly basis throughout the term of the contract to ensure it is complete and functional.

21. STATEGIC ENVIRONMENTAL MANAGEMENT PROGRAM

PennDOT has implemented a Strategic Environmental Management Program (SEMP) which established a compliance-based Environmental Management System (EMS) designed to ensure PennDOT is able to achieve and maintain regulatory compliance with local, State and Federal environmental. As part of SEMP, the Commonwealth of Pennsylvania has established a Green Plan Policy that can be found at:

www.penndot.gov

Type in 'SEMP' in search field and select the magnifying glass.

Then select ‘Pollution Prevention' and review site.

http://www.penndot.gov/

The Green Plan Policy is designed protect the environment, conserve resources, and comply with environmental laws and regulations.

The Contractor shall ensure that its personnel are aware of the Commonwealth of Pennsylvania’s commitment to protecting the environment, are properly trained about the environmental impacts of their work and are competent (through appropriate work experience, job training or classroom education) to perform the work that they do.

22.WORKER PROTTECTION AND INVESTMENT

Pursuant to Executive Order 2021-06, Worker Protection and Investment (October 21, 2021), the Commonwealth is responsible for ensuring that every Pennsylvania worker has a safe and healthy work environment and the protections afforded them through labor laws. To that end, contractors and grantees of the Commonwealth must certify that they are in compliance with all applicable Pennsylvania state labor and workforce safety laws. Such certification shall be made through the Worker Protection and Investment Certification Form (BOP-2201) and submitted with the bid, proposal or quote.

PAY ITEMS

Item 1: Mowing-Bi-Weekly DESCRIPTION: Mow all areas to a uniform height of 3 inches unless directed to do otherwise by the RPM.

All grass clippings are to be distributed evenly. Do not discharge clippings onto roadway. Mowers are to perform (2) passes leading grass clippings to the center of island. The goal is to keep all clippings on island and not in the road or in the gutter area. If the 2-pass method cannot be met, a mulch kit shall be installed to ensure clippings aren’t falling into the roadway. Any grass clippings dispersed into the roadway shall be blown back onto the island and evenly dispersed. There shall not be any piles of clippings left at the sites.

Trimming is to be performed in and around all areas included in Attachment 5 Tabulation of Quantities.

Trimming includes but is not limited to all island areas (including concrete islands), medians, shoulders, interchange areas, curbed traffic divider islands, slope areas, guiderail, utility boxes, fence lines, curb lines, gutter areas, fence posts, traffic signal and sign structures, and all other areas within the right-of-way during each mowing cycle which are included in Attachment 5. The height of vegetation in areas adjacent to curbs shall not exceed the height of the curb. All trimming work will be incidental to this service.

Trimming shall be completed around trees including any sprouting suckers. When completing this work be careful to not damage roots, basal areas, or branches of any existing tree. Do not damage any ornamental beds or plantings.

PAY ITEM, UNIT OF MEASURE: Acre The payment for the “Mowing” contract item will be based upon Acres the number of acres mowed during a cycle. Mobilization is incidental to this item.

Item 2: Mowing-Monthly DESCRIPTION: Mow all areas to a uniform height of not to exceed 4 inches unless directed to do otherwise by the RPM. All grass clippings are to be distributed evenly. Do not discharge clippings onto roadway.

Mowers are to perform (2) passes leading grass clippings to the center of island. The goal is to keep all clippings on island and not in the road or in the gutter area. If the 2-pass method cannot be met, a mulch kit shall be installed to ensure clippings aren’t falling into the roadway. Any grass clippings dispersed into the roadway shall be blown back onto the island and evenly dispersed. There shall not be any piles of clippings left at the sites.

Trimming is to be performed in and around all areas included in Attachment 5 Tabulation of Quantities.

Trimming includes but is not limited to all island areas (including concrete islands), medians, shoulders, interchange areas, curbed traffic divider islands, slope areas, guiderail, utility boxes, fence lines, curb lines, gutter areas, fence posts, traffic signal and sign structures, and all other areas within the right-of-way during each mowing cycle which are included in Attachment 5. The height of vegetation in areas adjacent to curbs shall not exceed the height of the curb. All trimming work will be incidental to this service.

Trimming shall be completed around trees including any sprouting suckers. When completing this work be careful to not damage roots, basal areas, or branches of any existing tree. Do not damage any ornamental beds or plantings.

PAY ITEM, UNIT OF MEASURE: Acre

Item 3: Mowing-Tri-Annual DESCRIPTION: Mow all areas to a uniform height not to exceed 4 inches unless directed to do otherwise by the RPM. All grass clippings are to be distributed evenly. Do not discharge clippings onto roadway.

Mowers are to perform (2) passes leading grass clippings to the center of island. The goal is to keep all clippings on island and not in the road or in the gutter area. If the 2-pass method cannot be met, a mulch kit shall be installed to ensure clippings aren’t falling into the roadway. Any grass clippings dispersed into the roadway shall be blown back onto the island and evenly dispersed. There shall not be any piles of clippings left at the sites.

Trimming is to be performed in and around all areas included in Attachment 5 Tabulation of Quantities.

Trimming includes but is not limited to all island areas (including concrete islands), medians, shoulders, interchange areas, curbed traffic divider islands, slope areas, guiderail, utility boxes, fence lines, curb lines, gutter areas, fence posts, traffic signal and sign structures, and all other areas within the right-of-way during each mowing cycle which are included in Attachment 5. The height of vegetation in areas adjacent to curbs shall not exceed the height of the curb. All trimming work will be incidental to this service.

Item 4: Mowing-Annual DESCRIPTION: Mow all areas to a uniform height not to exceed 6 inches unless directed to do otherwise by the RPM. All grass clippings are to be distributed evenly. Do not discharge clippings onto roadway.

Mowers are to perform (2) passes leading grass clippings to the center of island. The goal is to keep all clippings on island and not in the road or in the gutter area. If the 2-pass method cannot be met, a mulch kit shall be installed to ensure clippings aren’t falling into the roadway. Any grass clippings dispersed into the roadway shall be blown back onto the island and evenly dispersed. There shall not be any piles of clippings left at the sites.

Trimming is to be performed in and around all areas included in Attachment 5 Tabulation of Quantities.

Trimming includes but is not limited to all island areas (including concrete islands), medians, shoulders, interchange areas, curbed traffic divider islands, slope areas, guiderail, utility boxes, fence lines, curb lines, gutter areas, fence posts, traffic signal and sign structures, and all other areas within the right-of-way during each mowing cycle which are included in Attachment 5. The height of vegetation in areas adjacent to curbs shall not exceed the height of the curb. All trimming work will be incidental to this service.

Item 5: Trash Pickup and Disposal- Traffic Islands and Parcels DESCRIPTION: Trash removal is to be performed prior to the start of mowing and trimming operations, or as directed by the RPM. Trash removal will not always be performed in conjunction with mowing operations and may be directed at any time during the year.

Provide two (2) complete five (5) person crews (10 laborers total) to remove and dispose of all litter and debris safely and efficiently. The crews can be split up, combined and/or reduced at the direction of the RPM or designee. Ensure all equipment used for this item is licensed, insured, and registered in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract. Ensure all personnel operating equipment are licensed and insured in accordance with applicable PA Motor Vehicle Codes and the Terms and Conditions of this contract. Designate one of the laborers on each crew as the foreperson. ANSI class 2 safety vest, hard hats and leather boots must be worn by all crew members. Provide trash bags, gloves and a cellular phone to the designated foreperson and provide the PennDOT Roadside Unit with the cellular phone number.

Trash removal is the removal and disposal for of litter and debris 2” and greater in size. Prior to initiating a mowing cycle, the RPM will notify the Contractor if litter and debris removal will be necessary prior to mowing. If directed by the RPM, Contractor shall remove and dispose of all litter and debris prior to, or concurrently with the mowing cycle. Contractor will submit invoices for Trash Pickup and Disposal at the conclusion of each day. If the areas mowed show signs of shredded litter, no payment for the litter pick up will be made until the litter and debris is removed.

Two trucks capable of transporting the crew with 12 cubic yard minimum capacity (this can be a combination of a truck and trailer), a roof mounted amber emergency rotating or flashing light, and a tarp. After trash is put into the truck or trailer, cover the trash with a tarp to ensure that no material falls out during transportation.

The Contractor is responsible for the proper disposal of all trash collected. At the pre-service meeting, the contractor will provide the RPM or designee with a list of disposal sites that the contractor will be using to dispose of the materials picked up under this contract.

Contractor must utilize disposal sites approved and licensed by the Commonwealth of Pennsylvania Department of Environmental Protection.

Contractor must notify PennDOT in advance if the contractor wants to add or change its disposal site(s).

All Trash disposal costs and fees will be incidental to this service.

The contractor must retain receipts showing proof of proper trash disposal and must provide said receipts to PennDOT when submitting its OS-501s.

If the Contractor encounters unidentifiable, hazardous, or unmovable objects, the item(s) should not be touched or moved, and the Contractor shall immediately notify the RPM. Contractor is not expected to dispose of these items.

If the Contractor observes a dead deer within the limits of work, the RPM shall be notified. Contractor is not expected to dispose of dead deer.

PAY ITEM, UNIT OF MEASURE: Hour The unit for trash pick-up is man-hour.