096-26.pdf

ITB 096-26

ITB 096 STATEWIDE SECURITY SERVICES CONTRACT

REQUIREMENTS/SPECIFICATIONS

Section 1: Intent

The intent of this invitation is to establish contracts with security services contractors to provide all labor, tools, materials, equipment, incidentals and supervision required in the performance of improvements, maintenance, emergency maintenance and/or repair needs to the Department’s

Milestone camera system, S2 access control system, and intrusion detection systems on structures that may be required by the Ohio Department of Transportation at various locations in all counties within the State of Ohio, all in accordance with the specifications, terms and conditions contained herein.

Section 2: Contract Duration

The effective duration of this agreement shall be from the date of the award through June 30, 2027, with one (1) optional one (1) year renewal that may extend the contract end date to no later than June 30, 2028.

Section 3: Award

To promote the greatest extent of competition practicable while maintaining the highest level of network security possible, ODOT will execute two separate awards for this contract as detailed below in Sections 3.1 and 3.2.

Vendors must submit their Bid Responses electronically in OhioBuys before the published deadline date & time, Columbus, Ohio local time on the Proposal due date. Vendors will not be able to submit Bid Responses, or unsolicited Proposal amendments after the deadline.

Vendors must allow adequate time for uploading a Bid Response prior to the due date and time.

ODOT recommends that vendors submit Bid Responses as early as possible. If a second round is issued for any reason, vendors must resubmit their bid if they had already submitted in a previous round, as the previously submitted Bid Responses do NOT carry over to the new round.

The Signature process takes place after the award now. The email will come from documents@esign.ohio.gov and will go to the signatory that was identified in the bid submission.

The subject line will be the bid # Signature Request, (example: 096-26 Signature Request).

No contract can be issued to your company until we receive your signature to complete the process. And you must have an OAKS Payor ID before a contract can be issued. To obtain that, you will need to go into https://ohiopays.ohio.gov.

3.1: Installation Services Multiple Award

ODOT will accept all responsive bids from security services contractors submitted on or before the specified bid opening date and make an award to all responsive bidders pursuant to O.R.C. 5513.02.

This contract shall be utilized on the as needed basis by the Department and nothing in these specifications should be construed by bidders as a guarantee that any of the services outlined herein will be contracted.

3.2: ODOT Network Programming Access Single Source

All ODOT network licensing, programming, and management of backend ODOT owned/licensed and hosted administrative software systems must be Single Sourced with our trusted partner

NWOSS for network security and continuity purposes. Co-op organizations participating in this contract are not subject to this network programming single source award requirement. Co-op organizations should select programming vendor(s) based on their own organizational needs.

Section 4: Mandatory Vendor Requirements

It is a requirement of the contract that the vendor and its employees must have performed services comparable to those covered by this contract and provide proof of current insurance coverages as required in Section VI C of the Standard Terms and Conditions of this invitation in order to be considered a responsive and responsible bidder.

4.1: References

Each bidder must have a minimum of five (5) consecutive years’ experience in performing the services required by this contract. Therefore, each bidder shall provide with their bid submission, the name, email address, organization, address and telephone number of at least three (3) references with whom they have provided comparable services to for at least three (3) years.

4.2: Insurance Coverages

Each bidder shall furnish with their bid submission, proof of insurance coverages as required in

Section VI C of the Standard Terms and Conditions and noted in brief below.

4.2.1: Commercial General Liability

Written on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal and advertising injury with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. Defense costs shall be outside the policy limit. ODOT, its officers, officials and employees are to be covered as additional insureds on the commercial general liability policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations.

4.2.2: Automobile Liability

Covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and 9 (non-owned), with a limit of no less than $1,000,000 per accident for bodily injury and property damage.

4.2.3: Workers’ Compensation

Insurance as required by the State of Ohio, or the state in which the work will be performed, with

Statutory Limits, and Employer's Liability Insurance with a limit of no less than $1,000,000 per accident for bodily injury or disease. If Contractor is a sole proprietor, partnership or has no statutory requirement for workers’ compensation, Contractor must provide a letter stating that it is exempt and agreeing to hold the State harmless from loss or liability for such.

4.2.4: Cyber Liability

For all information technology solutions, whether cloud, on-premises, or hybrid based, Cyber

Liability and Intellectual Property Infringement Liability insurance of not less than $5,000,000 per occurrence and $5,000,000 in the aggregate for liability for financial loss resulting or arising from acts, errors, and omissions in connection with the services being provided.

Section 5: Site Conditions

The Department has a vast portfolio of assets with varied locations that may or may not need services. If you need to familiarize your company with conditions at representative sites, contact the appropriate District Facilities Program Administrator below, or their designated representative, between the hours of 7:00 AM and 4:00 PM Monday through Friday, excluding State holidays.

District Address Contact Email Telephone

1885 N. McCullough St. Lima, OH 45801

Tony Lotz tony.lotz@dot.ohio.gov 419-999-6791

317 E. Poe Rd. Bowling Green, OH 43402

Greg

Strausbaugh gregory.strausbaugh@dot.ohio.gov 419-373-4310

906 Clark Ave. Ashland, OH

44805 Dick Feldkamp richard.feldkamp@dot.ohio.gov 419-207-7122

2088 S. Arlington Rd. Akron, OH 44805

Nathan Crozier nathan.crozier@dot.ohio.gov 330-786-2238

9600 Jacksontown Rd.

Jacksontown, OH 43030 Hank Pillsbury robert.pillsbury@dot.ohio.gov 740-323-5150

400 E. William St. Delaware, OH

43015 Mark Nichols mark.nichols@dot.ohio.gov 740-833-8232

1001 St. Mary's Ave. Sidney, OH

45365 Ryan Orseno ryan.orseno@dot.ohio.gov 937-497-6730

505 S. SR 741, Lebanon, OH

45036

Bob

Montgomery bob.montgomery@dot.ohio.gov 513-933-6539

650 Eastern Ave. Chillicothe, OH 45601

Ed Cox edward.cox@dot.ohio.gov 740-774-8917

338 Muskingum Dr. Marietta, OH 45750

Tim Marty timothy.marty@dot.ohio.gov 740-568-3924

2201 Reiser Ave. SE New

Philadelphia, OH 44663

Shannon

Blocker shannon.blocker@dot.ohio.gov 330-308-3910

5500 Transportation Blvd.

Garfield Heights, OH 44125 Tom Vanek thomas.vanek@dot.ohio.gov 216-584-2040

CO

1980 W. Broad St. Columbus, OH 43223

Charlie Stewart charles.stewart@dot.ohio.gov 614-387-3093

SW

1980 W. Broad St. Columbus, OH 43223

Andrew

Stefanik andrew.stefanik@dot.ohio.gov 614-701-7870

Section 6: General Requirements

• The vendor will be required to maintain a file of all work performed for the life of the contract.

The owners are to have a copy of the work performed immediately upon completion, for their records. The description of the work performed, or items checked, shall have enough detail to meet compliance requirements and allow the owner to maintain an accurate record of maintenance.

• The contractor shall be responsible for any act or neglect of their employees when performing work under this contract. The contractor’s employees shall observe the rules and regulations of the facility when engaged in work under this contract on the facility’s premises and those adjacent private or public properties.

• The vendor shall bring all tools, chemicals, and materials, etc., with them to each service call and take all items with them when finished. No on-site storage shall be provided by ODOT.

• All work shall be performed so as to not interfere with building operation or such interference is kept to a minimum. The vendor shall leave all areas neat and clean when finished.

• The contracted services provided must be performed in a workmanlike manner by properly trained personnel and shall conform to the highest professional standards.

• It shall be understood that, from time to time, sites may be opened or closed during the life of the contract. Any potential changes in service locations and revised pricing, where applicable, shall be mutually agreed upon by the awarded vendor and the Department and shall be included in or removed from the contract.

• Communication must be maintained between all parties in a continual, prompt, and respectful manner during the entirety of the effective duration of the resulting contract.

• Removal and proper disposal of all material, including, but not limited to, oil, fluids, and any solids, shall be the responsibility of the vendor and must be done in compliance with all State laws and regulations. When necessary, the vendor will be required to provide a manifest to show oils and fluids were disposed of in accordance with State requirements.

• The contractor shall guarantee its workmanship and materials for a period of one (1) year from the date of acceptance by the facility and shall promptly remedy, at the contractor’s expense, all defects due thereto which become evident during the guarantee period and pay all expenses for any damages to other systems or structures resulting from the work the awarded contractor performed.

• In accordance with OSHA 29 CFR 1910.1200 Hazard Communication Standard a chemical inventory listing all products used, manufacturers name, and copies of Material Safety Data

Sheets/Safety Data Sheets (MSDS/SDS) used in performing work outlined in these specifications shall be maintained by the vendor and available when work is being performed. In case of an emergency both the inventory and MSDS/SDS must be readily accessible. All chemical product containers must be properly labeled.

• The vendor shall always provide and utilize Personal Protective Equipment (PPE) for their employees as appropriate. PPE includes but is not limited to substantial footwear, eye and face protection, hearing protection, and gloves.

• All work must be performed in compliance with the current Occupational Safety and Health Act and any revisions thereto. Any citations issued by OSHA shall be the responsibility of the Vendor

• The vendor shall remove all rubbish, excess materials and supplies, and packaging materials regularly and at the completion of their work to ensure neat and tidy housekeeping conditions.

Section 7: Scope of Service

Due to the many unforeseen factors that relate to the operation and upkeep of security and access control systems, it is impossible to guarantee that work will be performed at any/all sites. Work may be performed at no sites or all sites. Award of this contract to the vendor does not guarantee any of the following:

1. All sites will need services

2. The exact scope of services for all sites

3. That any work will be contracted at any site

4. A bidder will receive any work pursuant to this contract

The exact nature of work is not known but may include, and is not limited to the following services:

• Perform service, routine maintenance, repair and emergency repair, remote and onsite technical support services, and upgrades to the systems and associated components covered by this contract

• Provide ongoing monitoring services (where applicable) to the systems and associated components covered by this contract

• Secure, implement, and maintain required annual licensing for security cameras and access control doors by Single Source vendor ONLY

• Perform on site condition assessments and inspections

• Provide detailed condition assessment reports

• Develop scopes of work for new devices and services to existing buildings, potential maintenance, preventive maintenance, repair and/or replacement project(s) for the systems and associated components covered by this contract

• Attend a pre-construction meeting at the site

• Secure the services of engineering firms when required

• Perform management of sub-contractors for the system and associated component repairs, replacements and/or installations

• Receive and evaluate quotes for identified project(s) and provide formal proposal recommendation to the appropriate District Facilities Program Administrator or their designated representative for their review and acceptance

• Provide total project management services for identified projects

• Provide routine on site supervision of the identified project(s) at appropriate intervals

• Provide long range planning services for expenditures related to security and access control systems and associated components when requested

• Perform a post-completion onsite inspection of the project(s) and provide the appropriate

District Facilities Program Administrator or their designated representative with a report detailing the findings

• Develop, produce, conduct, and document end user training for project specific users by

Single Source vendor ONLY

• Direct and manage any post-completion punch list items

• Deliver the final project warranty documents that cover all labor, materials and design liability (where applicable) to the appropriate District Facilities Program Administrator or their designated representative

7.1: Compliance with ODOT Baseline Security Criteria

All potential projects must comply with the Department’s Baseline Security Criteria documents dated 05/15/2025 including any subsequent changes, and attached to these specifications as

Attachments A & B

7.2: Services Categories

Services provided under this contract are divided into two (2) separate categories as defined and detailed in sections 7.2.1 and 7.2.2.

7.2.1: Routine and On Demand Maintenance Services

Vendors shall perform service, maintenance, repair and emergency repair based on the bid labor rates for the systems covered by this contract at the requested site(s) when contacted by the

District Facilities Program Administrator or their designated representative.

7.2.2: Additional Quoted Services and/or Replacement System Projects

7.2.2.1: Initial Contact and Site Visit

If the District Facilities Program Administrator or their designated representative determines that additional services or replacement systems are to be purchased and installed, and a site visit is deemed necessary by the District Facilities Program Administrator or their designated representative, the vendor shall perform a site visit within five (5) working days (excluding state observed holidays) or at a mutually agreeable time beyond the five (5) working days requirement, after being contacted by the District Facilities Program Administrator or their designated representative at the project site to discuss and define the scope of work for the requested project.

7.2.2.2: Presentation of Additional Quoted Services and/or Replacement System Projects

The vendor shall present a written project plan within ten (10) business days from the date of initial contact or site visit. A template of how the costs should be detailed is included in the excel pricing spreadsheet. The plan shall include, at a minimum, the items listed below:

• A commentary on the overall scope of the project, including any specific details pertaining to the identified project

• List of project and site specific assumptions/commitments by Vendor and ODOT

• Estimated material and/or services list

• Estimated vendor owned or rented equipment details

• List of ODOT owned equipment the vendor proposes to utilize

• Site preparation details

• Site cleanup and waste disposal measures.

• Project schedule as required by ODOT including:

o Estimated start date upon acceptance and delivery of purchase order o Estimated length of time to complete project o Project milestones (when appropriate)

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

Department or if required for permits

• Required building permits and associated fees

• Estimated total project cost

7.2.2.3: Notification to Statewide Facilities Operations

For all project proposals in excess of $50,000, the vendor must communicate the proposal by email to the Statewide Facilities Operations Office in addition to the requesting District staff. The proposals must be sent to:

Statewide Security Coordinator:

Andrew Stefanik andrew.stefanik@dot.ohio.gov

7.2.2.4: Acceptance of Project and Commencement of Work

Upon written acceptance of the project plan by the appropriate District Facilities Program

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

The vendor shall not purchase materials or commence work without written prior approval of

Project Plan and receipt of purchase order, or as directed by the appropriate District Facilities

Program Administrator or their designated representative. Non-contract work performed without the approval of ODOT will be at the vendor’s expense.

7.3: Installation Services Vendors Additional Requirements

Installation services vendors must coordinate their work with the ODOT Network Programming

Access Single Source vendor (NWOSS) when executing any work covered by this contract as outlined below.

Installation services vendors are NOT responsible for payment to NWOSS for the network programming and management of backend ODOT owned/licensed and hosted administrative software systems related to each specific installation services project(s).

7.3.1: Network Programming Data Acquisition

Prior to any approved installation services, vendors must contact the ODOT Network Team at noc@dot.ohio.gov to obtain the necessary ODOT network data for the approved project as required by the 096-26 Programming and Integration Requirements Outline document attached to these specifications as Attachment C.

mailto:andrew.stefanik@dot.ohio.gov mailto:noc@dot.ohio.gov

7.3.2: Programming and Integration Outline

Upon completion of installation services, vendors must complete and deliver all necessary and appropriate programming and integration documentation to NWOSS for ODOT Network

Programming services at the contact(s) below.

1. sbservice@nwoss.com 877-207-4220

2. helpdesk@nwoss.com 800-833-6416

7.3.3: Project Completion and Verification Process

The installation services vendor’s approved project services shall not be considered complete until the ODOT Network Programming Access Single Source vendor (NWOSS) has verified the proper installation and operation of all system components directly associated with the approved project.

Upon verification, NWOSS shall email the designated representatives of the Installation Services

Vendor, the ODOT Statewide Security Coordinator, and the appropriate District Facilities Program

Administrator. The ODOT Statewide Security Coordinator and the appropriate District Facilities

Program Administrator may request minor corrections which, upon satisfactory completion, verifies project completion.

7.4: Network Programming Access Single Source Vendor (NWOSS) Additional Requirements

7.4.1: End User Training

The ODOT Network Programming Access Single Source vendor (NWOSS) shall be responsible for developing, producing, and conducting ALL end user training for project specific users regardless of who performed the installation services.

Section 8: Items Provided by the Vendor

8.1: Materials and Supplies

All materials and supplies shall be specifically designed for the intended use. The vendor shall utilize only new materials and supplies from manufacturers who are recognized leaders in the industry and whose materials and supplies comply with the Department’s Baseline Security Criteria documents dated 05/15/2025 including any subsequent changes, and attached to these specifications as Attachments A & B. All parts must be installed according to the manufacturer’s specifications and recognized industry standard practices. The use of reconditioned materials and supplies shall not be permitted under any circumstances. At no time during the duration of this contract shall any materials and supplies be obtained from the prohibited manufacturers list published by GSA at the following link:

Prohibited Manufacturers | Vendor Support Center

The Department acknowledges that vendors utilize thousands of materials and supplies that may vary between suppliers and manufacturers depending on the individual needs for each project.

Vendors may submit additions to the materials and supplies list during the term of the contract.

Any potential changes to the materials and supplies list shall be mutually agreed upon by the

District Facilities Program Administrator or their designated representative, the awarded vendor and the Department and shall be included in or removed from the contract.

Vendors must submit a logically arranged, comprehensive list of all materials and supplies they might provide to the Department during the term of this contract. Pricing must be structured with the manufacturer’s suggested retail price (MSRP), the vendor’s bid discount percentage off the

MSRP, and the calculated contract price. A sample pricing tab is included in the 096-26 pricing excel file for vendors to use as a reference when creating and submitting their own comprehensive pricing list.

mailto:sbservice@nwoss.com mailto:helpdesk@nwoss.com https://vsc.gsa.gov/drupal/node/6

8.2: Equipment

8.2.1: Vendor Owned Equipment

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

8.2.2: Rental Equipment

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

8.3: Monitoring and System Service Fees

Vendors must be capable of providing a wide variety of Monitoring Services and System Service

Fees for the systems and associated components covered by this contract. Monitoring Services and

System Service Fees may include, but are not limited to the following:

• Normal Monitoring Services for fire and/or intrusion detection

• Auxiliary Device Monitoring

• Elevator Monitoring

• Virtual Access Services

• Cellular Fees when required

• Data Plans when required

• Open/Close Reporting

8.4: Other Fee Based Services Not Identified Elsewhere

If Vendor provides some other type of fee based service not identified elsewhere in these specifications, the Vendor must provide the Department with sufficient details and pricing necessary to understand the scope of the fee based service.

8.5: Licensing Fees

ODOT single source awarded vendor must secure, implement, and maintain required annual licensing for security cameras and access control doors. All licensing commenced on a term shorter than annually must be prorated to the nearest full month by dividing the annual fee by twelve (12) and multiplied by the quantity of months from the nearest month to the normal scheduled annual renewal month. Quoted licensing fees must include all labor and incidental costs necessary to successfully implement all required annual licensing.

8.6: Plans

The vendor shall be responsible for providing detailed project plans as requested by the department and/or required for necessary regulatory permits. The plans provided must include a comparable level of detail to the example plans contained in the Department’s Baseline Security

Criteria documents dated 05/15/2025 including any subsequent changes, and attached to these specifications as Attachments A & B.

8.7: Permits

Any permits required by the appropriate Authority Having Jurisdiction must be obtained by the vendor and will be reimbursed by the Department at cost. The vendor shall be wholly responsible for interpreting the permitting requirements for each specific project. If a vendor fails to obtain the required permits for any project and is subsequently found in violation by the appropriate

Authority Having Jurisdiction, all costs (labor, permit fees, stamped construction drawings, etc.)

associated with obtaining the required permits shall be wholly borne by the vendor performing the work. Invoices for permits from the authority having jurisdiction must be provided with the vendor invoice so the Department can confirm the actual costs for required permits.

Section 9: Labor

Quoted labor rates will be paid for technician(s) time on the job. Hourly service rates will begin when the vendor’s technician signs in at the facility.

At no time throughout the duration of the contract awarded pursuant to this invitation will the

Department pay for any of the following items for equipment or personnel:

• Hourly travel rates of any kind

• Mileage fees of any kind

No overtime charges will be paid without prior approval from the District Facilities Program

Administrator or their designated representative.

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

Routine and On Demand Maintenance Services and Additional Quoted Services and/or

Replacement System Projects amounting to less than the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction by the State of Ohio Department of Commerce, Division of

Industrial Compliance, Bureau of Wage and Hour Administration shall be subject to the standard wage rates submitted by the vendor.

9.1: Work Hours

All work must be performed between the hours of 7:00 AM and 4:00 PM Monday through Friday excluding state holidays. Work performed outside these hours or days of the week must be arranged in advance and pre-approved by the District Facilities Program Administrator or their designated representative. If ODOT directs and requires the vendor to perform work outside of normal work hours (nights, weekends, or holidays), the vendor shall be entitled to compensation in the form of overtime pay due to its employees. These overtime hours shall be paid at the overtime hourly rate bid.

9.2: Sign In

Vendor personnel must sign in upon arrival at the Facility and must sign out upon departing. It shall be the responsibility of the vendor to coordinate with the District Facilities Program Administrator or their designated representative on a procedure for the vendor’s personnel to follow when entering or leaving the District facilities.

9.3: Labor Rates

Quoted labor rates will be paid for technician(s) time on the job. Hourly service rates will begin when the vendor’s technician signs in at the facility (excluding help desk technical support and any other services not provided on premise).

Travel time shall not be charged as hourly rates.

No overtime charges will be paid without prior approval from the District Facilities Program

Administrator or their designated representative.

Labor types and descriptions listed below categorize each required service type and their respective requirements. Vendors may submit additional labor types with description and cost per hour with their bid as necessary to complete their respective labor portfolio.

9.3.1: Help Desk Technical Support

Help Desk Technical Support is a centralized department or service that provides users with technical support and assistance for the systems and associated components covered by this contract that are performed between the hours of 8:00 AM and 5:00 PM, Monday through Friday, excluding state holidays. It serves as the primary point of contact for users needing help with the systems and associated components covered by this contract. Help Desk Technical Support shall be billed at the vendor’s Help Desk Technical Support Labor Rate.

9.3.2: Routine and On Demand Maintenance Services

Routine and On Demand Maintenance Service is considered any on demand service and/or repairs, scheduled service and repairs, and deliveries that are performed between the hours of 7:00 AM and

4:00 PM, Monday through Friday, excluding state observed holidays. Routine and On Demand

Maintenance Service must be billed at the vendor’s Routine and On Demand Maintenance Services bid Labor Rate.

Routine and On Demand Maintenance Services billing must include:

1. The flat rate mobilization/service call fee for travel to the work site.

2. The labor hours provided from sign-in at the site through sign-out at the site.

3. All materials and supplies provided by the vendor for the specific service, billed in accordance with Section 8.1: Materials and Supplies, of these specifications.

9.3.2.1: Routine and On Demand Maintenance Services Response Time

Vendor shall respond to a call for service from the District Facilities Program Administrator or their designated representative within twenty-four (24) hours of notification. Scheduling of this labor shall be by mutual agreement of the District Facilities Program Administrator, or their designated representative and the awarded vendor designated representative.

9.3.3: Additional Quoted Services and Replacement Equipment Projects

Additional quoted services and replacement equipment projects shall be considered pre-planned, scoped, and quoted projects performed in accordance with the approved additional quoted services and replacement equipment plan. All additional quoted services and replacement equipment projects shall be performed between the hours of 7:00 AM and 4:00 PM, Monday through Friday, excluding state holidays, unless special permission is granted in advance by the

District Facilities Program Administrator or their designated representative to temporarily wave this requirement.

9.3.4: After Hours Maintenance Services

After Hours Maintenance Service is considered any on demand service and/or repairs that are performed between the hours of 4:00 PM and 7:00 AM, Monday through Friday, and twenty-four

(24) hours per day on Saturdays and Sundays excluding state holidays. After Hours Maintenance

Service shall be billed at the vendor’s After Hours Maintenance Services Labor Rate.

9.3.5: Holiday Hours Maintenance Services

Holiday Hours Maintenance Service is considered any on demand service and/or repairs that are performed twenty-four (24) hours per day on the following state observed holidays. Holiday Hours

Maintenance Service shall be billed at the vendor’s Holiday Hours Maintenance Services Labor Rate.

When a holiday falls on a Saturday, it shall be observed on the preceding Friday. When the holiday falls on a Sunday, it shall be observed on the following Monday.

New Year’s Day January 1st

Martin Luther King Day The 3rd Monday in January

Presidents Day The 3rd Monday in February

Memorial Day The last Monday in May

Juneteenth June 19th

Independence Day July 4th

Labor Day The 1st Monday in September

Columbus Day The 2nd Monday in October

Veterans Day November 11th

Thanksgiving Day The 4th Thursday in November

Christmas Day December 25th

9.4: Routine and On Demand Maintenance Services Mobilization/Service Call Fees

Vendor(s) may charge an all-inclusive mobilization/service call fee for initial travel to a work site.

This means, if multiple trips are required to the site for a single repair, only one mobilization/service call fee may be charged per site. This fee is only applicable to Routine and On

Demand Maintenance Services.

9.5: State of Ohio Prevailing Wage Rates

The Ohio Department of Commerce, Division of Industrial Compliance, Bureau of Wage and Hour

Administration has determined that work identified in this bid and to be performed under this contract may be subject to the requirements of Ohio Revised Code Sections 4115.03 to 4115.16, Prevailing Wage. Upon award of the contract by ODOT, the successful Contractor, and all its sub-contractors, guarantees that the prevailing wage for the area, to include any adjustments thereto, as published by the Ohio Department of Commerce, Division of Industrial Compliance, Bureau of

Wage and Hour Administration will apply to any worker assigned by the Contractor and all its sub-contractors to any project that requires prevailing wage. It is the responsibility of the Contractor to determine on a project by project basis if prevailing wage rules and regulations apply. Projects amounting to more than the biennially adjusted current prevailing wage threshold levels for

Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building

Construction shall be subject to the prevailing wage rates for the specific construction discipline and location at the time of the project. Projects are not to be split into phases to circumvent

Prevailing Wage requirements. If a project is initially estimated and quoted below prevailing wage threshold, but after extra work items, change orders, or other factors raise the project total over the prevailing wage threshold the vendor is responsible for paying prevailing wages to all workers on the project. The original estimate/quote for the project shall be revised to reflect the additional payment of prevailing wages to all workers.

The vendor shall post or make available to all labor employed on the contract the prevailing wages listed in this proposal and any modifications to the wage rates that may come after the award of this contract. On the first pay date of contract work the vendor shall furnish each employee covered by prevailing wage a completed form whpw1512 in accordance with section 4115.05 Ohio Revised

Code, showing the classification, hourly pay rate, fringes, and identifying the District Prevailing

Wage Coordinator (DPWC), if such employees are not covered by a collective bargaining agreement or understanding between employers and bona fide organizations of labor. These forms shall be signed by the vendor and employee and kept in the vendor’s payroll files.

For projects that the Contractor, in coordination with the Ohio Department of Commerce, has determined must be quoted at Prevailing Wage rates, the Contractor must quote and invoice hourly rates equal to the bid rate for Prevailing Wages in the bid documents.

ODOT reserves the right to request all payroll records from an awarded vendor to verify the payment of prevailing wages to workers. This information may be requested at any time and the vendor shall have two (2) business days to provide all that is requested by the Department. A vendor’s refusal or failure to provide payroll records, copies of checks to workers, etc. shall be grounds for immediate contract termination.

Failure to pay prevailing wage rates to workers on projects meeting or exceeding the biennially adjusted current prevailing wage threshold levels for Reconstruction, enlargement, alteration, repair, remodeling, renovation or painting for Building Construction shall be grounds for immediate contract termination and may also prohibit the vendor from being able to bid with the Department in the future.

9.5.1: Prevailing Wage Compliance

For any project proposal submitted in accordance with these specifications that exceed the prevailing wage threshold levels identified above, the vendor shall provide a copy of the proposal to the appropriate District contract Compliance Program Manager within the ODOT Division of Small

Business & External Workforce’s Office of Contractor Compliance listed below to ensure the

Department and vendor follow Prevailing Wage regulations. The Program Managers will answer any questions you may have pertaining to the prevailing wages and the process to be followed for this contract.

Districts Contact Email Office Mobile

1, 2, 7 and 8 Gary Kramer Gary.Kramer@dot.ohio.gov 419-999-6809 419-516-7684

3, 6, 9 and 10 Teresa Vannoy Teresa.Vannoy@dot.ohio.gov 740-833-8087 614-230-6509

4, 5, 11 and 12 Tom Yanka Thomas.Yanka@dot.ohio.gov 740-323-5138 614-867-4319

Section 10: Vendor Use of ODOT Owned Equipment

Where vendors are unable to provide the specialized equipment as detailed in Section 8.2 of these specifications for execution of services covered by this contract, and for the mutual benefit of the

Department and the vendors, the Department may grant vendors the use of ODOT owned specialized equipment to perform these services. Use of specialized equipment may be permitted in situations where the Department owns and has in their possession equipment substantially similar to that required by the vendor.

10.1: ODOT Responsibilities

• ODOT agrees to provide when available, specialized equipment including, but not limited to, scissor lifts, boom lifts, and bucket trucks, for use by vendor in the performance of the services covered by this contract

• ODOT agrees that the specialized equipment has been properly maintained and is suitable for the services for which the vendor intends its use mailto:Gary.Kramer@dot.ohio.gov mailto:Teresa.Vannoy@dot.ohio.gov mailto:Thomas.Yanka@dot.ohio.gov

• ODOT is not responsible for damage to the equipment or to vendor or vendor’s employees or agents while vendor is using or preparing to or concluding the use of the specialized equipment

• If the Department’s equipment is not available for use, ODOT shall provide the vendor with reasonable notice to sufficiently enable vendor time to secure its own equipment

10.2: Vendor Responsibilities

• Vendor agrees that only trained personnel will operate the equipment

• In consideration of the use of the specialized equipment, the vendor shall remove any fees that were going to be charged to ODOT if the vendor were to rent or utilize their own equipment

• The vendor accepts responsibility for any damage to the specialized equipment that occurs while in its possession and agrees to reimburse the Department for all such damage

• The vendor agrees to indemnify and hold the State of Ohio and ODOT harmless from any liability, cause of action, cost or expense, including attorney fees incurred in connection with or arising from the acts or omissions of vendor, its employees, contractors, subcontractors or agents which cause loss or damage to property or injury or death to any person resulting from the approved use of the specialized equipment

Section 11: Reporting Requirements

The vendor must report to ODOT in Excel format, the quarterly and annual dollar value (in U.S.

dollars and rounded to the nearest whole dollar) of the sales, to include both state agencies and political subdivisions, under this Contract by calendar quarter (e.g. January-March, April-June, July-

September and October-December) and annually (July-June). The dollar value of the sale is the price paid by the Contract user for the products and/or services listed on the purchase order or other encumbering document, as recorded by the vendor.

All ODOT reports must contain sufficient detail to allow the Department to determine spending by

District, Site, Date, Per Unit Costs, and any other mutually agreeable parameter. The format for these reports must be determined after the contract award, and prior to the first quarterly reporting period with the ODOT Statewide Security Coordinator.

One copy of each report for the respective reporting period shall be sent electronically not later than the fifteenth (15th) of the month following the calendar quarter end (e.g. April 15 for January-

March period, July 15 for the April-June and Annual periods, October 15 for the July-September period, January 15 for the October-December period) to:

Statewide Security Coordinator:

Andrew Stefanik andrew.stefanik@dot.ohio.gov

Section 12: Housekeeping

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

Section 13: Subcontracting

The Department recognizes that it may be necessary for the vendor to use subcontractors to perform portions of the work covered by this contract. In those circumstances, the vendor must submit with the Additional Quoted Services and/or Replacement System Projects proposal, detailed information identifying the subcontractor(s) and the respective services being provided under the contract proposal. Vendor must include the subcontractor’s original detailed proposal with the

Additional Quoted Services and/or Replacement System Projects proposal.

All subcontracts will be at the sole expense of the vendor and the vendor will be solely responsible for the payment of its subcontractors. All subcontracting will be supplied to ODOT at cost with no vendor markup. The vendor must submit copies of invoices from subcontractor(s) as proof of costs.

The contractor will be fully responsible for making all subcontractor payments and ensuring that subcontractors follow all laws, rules, safety procedures and ODOT expectations as though they were the Contractor.

In addition, all subcontractors agree to be bound by all the Terms and Conditions and specifications of the contract. The Department reserves the right to reject any subcontractor submitted by the vendor. The vendor assumes responsibility for all subcontracted work performed under the contract. The vendor will be the sole point of contact regarding all contractual matters.

Section 14: Vendor Coordination of Services

ODOT requires a single contact point for scheduling, contract administration and billing to eliminate confusion for questions to responsible parties after award. All vendors shall specify on the pricing documents Vendor Contacts tab, a list including name, position/function, email address, phone number and alternate contact number for each office that will service facilities covered by this contract. Vendor staffing may require that the contact(s) for scheduling, contract administration and billing be three different people. The vendor shall update this contact list whenever changes are made during the term of this contract.

Section 15: Invoicing Requirements

All work performed in conjunction with this contract shall be subject to the invoicing requirements contained herein.

To ensure timely invoice processing, the vendor shall submit two (2) copies of the original, proper invoice to the office designated on the purchase order as the “bill to” address for work paid by purchase order. If payment is made by purchasing card, the manufacturer shall submit an original, proper invoice to the appropriate District contact listed in Section 5 of these specifications. To be a proper invoice, the invoice must include the following information:

• Vendor name, address and contact information

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

• Contract number pursuant to the deliverable

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

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

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

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

o Copy of the original proposal for project o Service reports for all labor involved

The vendor shall not charge for any items outside of the contract including but not limited to shop supplies, drive time and per diem. The Department will not pay any additional charges for such items.

And one copy of each invoice for projects more than $50,000 shall be sent electronically to:

Statewide Security Coordinator:

Andrew Stefanik andrew.stefanik@dot.ohio.gov

Section 16: Right to Audit

The Ohio Department of Transportation reserves the right to audit all invoices submitted by a

Vendor. In addition, when discrepancies arise, the vendor will be required to pay the difference of the amount quoted in the contract and the amount charged on the invoice, plus twenty percent

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

Section 17: Bid Pricing

Vendors shall submit pricing for the following items/services, all in accordance with the specifications, terms and conditions. Pricing shall be guaranteed firm for the contract duration.

1. Labor Rates and Mobilization Tab: All labor rates shall include all profit and overhead in the bid rate per hour.

a. Standard Wage Rate for one (1) hour labor of each labor type listed, and any additional labor types added by the vendor as outlined in the excel pricing file.

b. Routine and On Demand Maintenance Services Mobilization/Service Call Fee

2. Materials and Supplies: Items provided by the vendor must be logically arranged in separate tabs for each manufacturer.

a. All Materials and Supplies shall have a unique item number, description, appropriate unit (lineal foot, each, case, etc.) and MSRP.

b. Vendor specified MSRP discount percentage on materials and supplies.

3. A comprehensive listing of the Vendor owned equipment hourly, daily, and weekly rates including mobilization without operator labor.

4. A comprehensive listing of the Vendors monitoring and system service fees for various monitoring and system services by appropriate unit (monthly, quarterly, annual).

5. A listing of any other proposed fees for items and/or services not listed above.

6. A comprehensive listing of the Vendors Licensing Fees by Manufacturer and appropriate unit (monthly, quarterly, annual).

Section 18: ODOT Contract Requirements for Cooperative Purchasing

In accordance with Ohio Revised Code Section 5513.01 (B), the Department may permit and approve any Political Subdivision, State university or college, Ohio Turnpike and Infrastructure

Commission, or State agency (collectively the “Ordering Agencies”) to participate in this Contract.

The Office of Contract Sales Purchasing Services section shall notify the Vendor, in writing, of the name of the Ordering Agency that has been authorized by the Department to participate in this

Contract. Once approved, the responsibilities and obligations of the Ohio Department of

Transportation shall cease at this point. Both the Ordering Agency and the Vendor will be bound by the Contract’s terms and conditions. The Vendor shall deal directly with the Ordering Agency that has been authorized to participate in this contract. All orders placed by the Ordering Agency shall be filled in accordance with the terms and conditions of this particular contract. All invoices for such purchases shall be sent directly by the Vendor to the Ordering Agency’s provided billing address.

The Vendor agrees to indemnify the State of Ohio, Department of Transportation for any and all claims, damages, lawsuits, costs, judgments, expenses, and any other liabilities resulting from bodily injury to any person (including injury resulting in death) or damage to property that may arise out of or are related to an Ordering Agency’s participation in the ODOT Cooperative Purchasing

Program and its performance under this Contract.

Political Subdivisions are defined in Ohio Revised Code Section 5513.01(C)(1) as "any county, township, municipal corporation, conservancy district, township park district, park district created under Chapter 1545. of the Revised Code, port authority, regional transit authority, regional airport authority, regional water and sewer district, county transit board, school district as defined in section 5513.04 of the Revised Code, regional planning commission formed under section 713.21 of the Revised Code, regional council of government formed under section 167.01 of the Revised

Code, or other association of local governments established pursuant to an agreement under sections 307.14 to 307.19 of the Revised Code.” (Last Revised 6/2016)

STANDARD TERMS & CONDITIONS

I. GLOSSARY

The following definitions are applicable to all components of the Contract. If a conflict exists between these definitions and any definition listed in the specifications or scope of work, the specifications or scope shall prevail.

A. ACCEPTANCE: Approval and retention by ODOT of any goods, products, services or other Deliverables, delivered to fulfill Contract requirements.

B. AGENCY/ODOT/DEPARTMENT: Ohio Department of Transportation

C. AUTHORIZED DEALER/DISTRIBUTOR: The vendor that maintains written legal agreements with manufacturers to act as their agent and provide goods, products, or services listed in the bid/RFQ/contract. The authorized Dealer/Distributor must maintain active and sufficient facilities necessary to perform the awarded Contract, own title to the goods, products, or services and maintain available stock on a continuous basis and in sufficient quantity to provide uninterrupted access to the Contract Deliverable.

D. BIDDER: The company and/or authorized representative…