Amendment 1 Q & A.pdf

State of South Carolina

Invitation For Bid Amendment #1

Questions and Answers

Solicitation:

Date Issued:

Procurement Officer:

Phone:

E-Mail Address:

Mailing Address:

5400020707 01/14/2021

JEFFERY C. SCHWALK

(803) 737-1018 SchwalkJC@scdot.org SCDOT Procurement Office PO Box 191 Columbia SC 29202-0191

DESCRIPTION: *MOWING CHARLESTON COUNTY – 2021-2023

USING GOVERNMENTAL UNIT: SC Department of Transportation

SUBMIT YOUR OFFER ON-LINE AT THE FOLLOWING URL: http://www.procurement.sc.gov SUBMIT OFFER BY (Opening Date/Time):01/28/2021 14:30:00 PM EST (See "Deadline For Submission Of Offer" provision) QUESTIONS MUST BE RECEIVED BY: 01/08/2021 10:00:00 CLOSED (See "Questions From Offerors" provision)

NUMBER OF COPIES TO BE SUBMITTED: ONE

CONFERENCE TYPE: Not Applicable

DATE & TIME:

(As appropriate, see "Conferences - Pre-Bid/Proposal" & "Site Visit" provisions)

LOCATION: Not Applicable

AWARD &

AMENDMENTS

Award will be posted on 02/16/2021. The award, this solicitation, any amendments, and any related notices will be posted at the following web address: http://www.procurement.sc.gov

You must submit a signed copy of this form with Your Offer. By signing, You agree to be bound by the terms of the Solicitation. You agree to hold Your Offer open for a minimum of thirty (30) calendar days after the Opening Date. (See "Signing Your Offer" provision.)

NAME OF OFFEROR

(full legal name of business submitting the offer)

Any award issued will be issued to, and the contract will be formed with, the entity identified as the Offeror. The entity named as the offeror must be a single and distinct legal entity. Do not use the name of a branch office or a division of a larger entity if the branch or division is not a separate legal entity, i.e., a separate corporation, partnership, sole proprietorship, etc.

AUTHORIZED SIGNATURE

(Person must be authorized to submit binding offer to contract on behalf of Offeror.)

DATE SIGNED

TITLE

(business title of person signing above)

STATE VENDOR NO.

(Register to Obtain S.C. Vendor No. at www.procurement.sc.gov)

PRINTED NAME

(printed name of person signing above)

STATE OF INCORPORATION

(If you are a corporation, identify the state of incorporation.)

OFFEROR'S TYPE OF ENTITY: (Check one) (See "Signing Your Offer" provision.)

___ Sole Proprietorship ___ Partnership ___ Other_____________________________

___ Corporate entity (not tax-exempt) ___ Corporation (tax-exempt) ___ Government entity (federal, state, or local)

COVER PAGE - ON-LINE ONLY (MAR. 2015)

mailto:SchwalkJC@scdot.org http://www.procurement.sc.gov/ http://www.procurement.sc.gov/ http://www.procurement.sc.gov/

AMENDMENTS TO SOLICITATION (JAN 2004)

(a) The Solicitation may be amended at any time prior to opening. All actual and prospective Offerors should monitor the following web site for the issuance of Amendments: www.procurement.sc.gov (b) Offerors shall acknowledge receipt of any amendment to this solicitation (1) by signing and returning the amendment, (2) by identifying the amendment number and date in the space provided for this purpose on Page Two, (3) by letter, or (4) by submitting a bid that indicates in some way that the bidder received the amendment. (c) If this solicitation is amended, then all terms and conditions which are not modified remain unchanged. [02-2A005-1]

QUESTIONS FROM OFFERORS - AMENDMENT (JUN 2017)

THE SOLICITATION IS AMENDED AS PROVIDED HEREIN. INFORMATION OR CHANGES

RESULTING FROM QUESTIONS WILL BE SHOWN IN A QUESTION-AND-ANSWER FORMAT.

ALL QUESTIONS RECEIVED HAVE BEEN REPRINTED BELOW. THE “STATE’S RESPONSE”

SHOULD BE READ WITHOUT REFERENCE TO THE QUESTIONS. THE QUESTIONS ARE

INCLUDED SOLELY TO PROVIDE A CROSS-REFERENCE TO THE POTENTIAL OFFEROR THAT

SUBMITTED THE QUESTION. QUESTIONS DO NOT FORM A PART OF THE CONTRACT; THE

“STATE’S RESPONSE” DOES. ANY RESTATEMENT OF PART OR ALL OF AN EXISTING

PROVISION OF THE SOLICITATION IN AN ANSWER DOES NOT MODIFY THE ORIGINAL

PROVISION EXCEPT AS FOLLOWS: UNDERLINED TEXT IS ADDED TO THE ORIGINAL

PROVISON. STRICKEN TEXT IS DELETED.

QUESTION #1:

Must interstate and primary start at the same time?

SCDOT’S RESPONSE:

Start dates are provided for interstate Mowing only in Section III, 1.2.1. It is the intent of SCDOT to start all Interstate mowing concurrently. As per Section III, Item 10: Routine Mowing (Interstate) Primary and Secondary route frequencies are estimated and may not coincide with the Interstate cycles. Start dates will be announced by the Engineer, as per Section III, 3.04.01.

QUESTION #2:

Is the scheduled start date expected to be different they (sic) started (sic) in the RFP?

SCDOT’S RESPONSE:

As per Section III, 1.2.21 Actual start dates may vary year to year. The required start date will be the first Monday (or Tuesday following Labor Day for cycle 5) on or before the approximate dates listed in the table of Section III, 1.2.1. Other start dates will be determined and announced by the engineer. No mowing may commence prior to March 15.

QUESTION #3:

Is there a KMZ or date (sic) file that could be provided for locations?

SCDOT’S RESPONSE: Maps have been uploaded concurrently into SCEIS and are available as a separate attachment.

QUESTION #4:

We are not responsible for picking up litter but we are responsible for communicating if there are issues with litter?

SCDOT’S RESPONSE:

That is correct. Litter and debris pick-up will occur prior to mowing activities. If there are Interstate areas that have litter issues after the pick-up activities have been completed, the Engineer should be notified.

QUESTION #5:

Could you provide a list of company (sic) in attendance at the per (sic) bid?

SCDOT’S RESPONSE:

The information is a matter of public record. Call attendees represented companies including The Greenery Inc., Graham County Land Company, A. James Global Services, Inc., Orr Contracting, DBI Services, Corporate Care Staffing Services of Columbia, Dixie Lawn Service, BM Construction, and Yellowstone Landscape. Other attendees may have been on the call, but did not announce themselves.

QUESTION #6:

Are any maps available that coincide with this solicitation? Digital or printed out maps would be helpful in identifying the exact areas of expected maintenance.

SCDOT’S RESPONSE:

Please see the response to Question #3, above.

QUESTION #7:

Can a breakout be provided that clearly defines the Typical 1 vs. Typical 2 areas for the roadways that are to be maintained as a part of this contract?

SCDOT’S RESPONSE: Typical 2 will be used for all Primary and Secondary Routes.

QUESTION #8:

On the 2020 Appendix 2: Lot Summary document, what are the quantities of bridge vegetation mowing for both primary and secondary routes? Also, the estimated number of cycles states “0”. Is this accurate?

SCDOT’S RESPONSE:

Bridge mowing is for Interstate Routes only for Charleston County. As such, “0” cycles is correct.

QUESTION #9:

Who is the current contractor providing services for Charleston County?

SCDOT’S RESPONSE:

Charleston County was previously a part of the fixed price mowing contract. As such, it as possible for vendors to change frequently, based on lowest bidder for the work items included within a cycle.

There is not a designated vendor for an entire season, and recalculation of pricing is undertaken for every cycle within the season. As such, there is not a current contractor. The last vendor to be awarded a cycle in 2020 was Four Shores Property, LLC.

QUESTION #10:

How many different vendors serviced the roadways in Charleston County under the previous ”Fixed Price” layout in 2020?

SCDOT’S RESPONSE: A total of three (3) contractors completed mowing cycles during the 2020 Mowing Season.

QUESTION #11:

Section 3.06 Non compliance (sic) Category A and B Description are the same. Please clarify the difference

SCDOT’S RESPONSE:

The description of categories has been modified over past terms, had has evolved to the present model, wherein both categories of non-compliance have the same remedies. Those remain divided into “A” and “B” categories for consistency, and because the table of non-compliance items is divided into those categories. The non-refundable fees associated with the two categories are different, with the fees for Category B items being higher.

QUESTION #12:

What are the defined provisions for local, state, or federal mandated shelter in place? Does this work fall under the guidelines for essential employee? Will yearly completion date of Nov 15 be adjusted due to unforeseen shut down?

SCDOT’S RESPONSE:

In a situation of a local, state, or federally mandated shelter in place, all guidance issued should be followed. While some SCDOT personnel are considered essential employees, in general, contractors operating under a traditional mowing contract would not be considered as essential under emergency conditions. It would be expected that normal mowing activities would resume once any emergency declaration expired or was rescinded. In the case of unforeseen shut downs of SCDOT districts or counties, cycle dates for starting and completing mowing activities can be adjusted, including the November 15 date, with Secretary of Transportation concurrence and approval. Any adjustment to dates would be communicated to the contractor by the RME.

QUESTION #13:

Are flail mowers acceptable for brush and vegetation management?

Yes, flail mowers are acceptable.

QUESTION #14:

Will DOT require a pre work meeting prior to each scheduled work period?

SCDOT’S RESPONSE:

The pre-work meeting is intended to take place prior to the initial cycle, although the Engineer may request subsequent meetings to discuss any issues.

QUESTION #15:

Will DOT require traffic control plans prior to each scheduled work period

SCDOT’S RESPONSE:

The expectation is that work zone traffic control will be performed per the specifications in the solicitation document, as found in Section III, 7.0 Work Zone traffic Control. There is not an ongoing expectation that plans will be submitted for review prior to each cycle. However, the Engineer may ask for further information if it appears there is not regular and ongoing compliance with these specifications.

QUESTION #16:

3.01 The link for Standard Specifications does not lead to the correct web page. Can you please correct?

SCDOT’S RESPONSE:

The link to the documents is as follows: https://www.scdot.org/business/standard-specifications.aspx

QUESTION #17:

Section 11: Routine Mowing Primary and Section 12: Routine Mowing Secondary define its frequency as four (4) times. The lot summary gives a frequency of six (6). Can you clearly identify which is the correct frequency?

SCDOT’S RESPONSE:

Routine Mowing Primary will have six (6) cycles per season, and Routine Mowing Secondary for Charleston County will consist of five (5) cycles per season, as per the tendering text for the respective line items on the Bidding Schedule in Section VIII. The posted Lot Summary accurately reflects those numbers as well.

QUESTION #18:

Section 14: Rail Mowing Primary and Section 15 Rail Mowing Secondary define its frequency as four

(4) times. The lot summary gives a frequency of six (6). Can you clearly identify which is the correct frequency?

https://www.scdot.org/business/standard-specifications.aspx

Guardrail Mowing Primary will have six (6) cycles per season. Guardrail Mowing Secondary will may have up to five (5) cycles, as indicated in the tendering text for the respective line items on the Bidding Schedule (Section VIII). The posted Lot Summary accurately reflects those number as well.

QUESTION #19:

Section 17 -19 Bridge Mowing Interstate, Primary, and Secondary define its frequency as one (1) times. The lot summary gives a frequency of two (2). Can you clearly identify which is the correct frequency?

SCDOT’S RESPONSE:

As discussed during the pre-bid call, the intent is to provide the county some flexibility to address unique topography and climate issues. Generally, one (1) cycle is the norm across the State. However, Charleston County may choose to divide into two (2) cycles. As per the bid schedule in Section VIII, Bridge Vegetation Mowing is only for Interstate Routes.

All other terms, conditions, bidding instructions, and specifications remain unchanged. If there are any questions or if any confusion or uncertainty arises as a result of this amendment, it is the sole responsibility of the offeror to contact the procurement officer for clarification. Contact information can be found in the top right-hand corner of the cover page of this amendment. Reference the “duty to inquire” clause in the original invitation for bid.